Marketing Administrative Assistant

DEPT® is a Growth Invention company built to help the world’s most ambitious brands grow faster. Operating at the intersection of technology and marketing, our 4,000+ specialists deliver growth invention services across Brand & Media, Experience, Commerce, CRM, and Technology & Data. We’re 50|50 tech and marketing, partner-led, and first to move. Clients include Google, Lufthansa, Meta, eBay, and OpenAI. We have been certified B Corp and Climate Neutral since 2021.

JOB PURPOSE

We are looking for a Marketing Administrative Assistant with exceptional organizational skills and meticulous attention to detail. You will be responsible for managing and maintaining marketing content and assets behind the scenes, ensuring everything is correctly uploaded, named, stored, and shared with the right stakeholders at the right time. This role will involve working closely with DEPT® project management teams and client teams to keep content databases, distribution lists, and archives accurate, up to date, and easy to navigate.

You will be responsible for handling operational tasks such as uploading content to internal asset management platforms, maintaining content libraries, tracking usage rights and buyouts, and ensuring files follow agreed naming conventions and structures. In addition to supporting data and content management, you will also help monitor for potential issues, flagging anything that needs attention from more senior team members. Working as part of the wider project management team, you will gain exposure to large-scale marketing operations and processes, supporting the smooth delivery of content for a major global client.

WHAT YOU’LL DO:

• Upload, maintain, and archive marketing and social media assets in client-specific asset management platforms, ensuring everything is accurately stored and easy to find.
• Manage content distribution lists and share the right files with the right internal and external stakeholders in a timely and structured way.
• Keep asset databases and spreadsheets up to date, including naming files consistently, tracking content usage and buyouts, and monitoring when rights or licenses are due to expire.
• Perform careful “copy‑paste” and data entry tasks, double‑checking details to avoid errors and maintain a high standard of accuracy across all content records.
• Collaborate with project managers and other team members on day-to-day operational tasks, helping to keep workloads organized and priorities clear.
• Flag inconsistencies, missing information, or potential issues to senior team members, speaking up when something doesn’t look correct or compliant.
• Communicate clearly with colleagues in English, providing concise updates on the status of assets, databases, and any open requests.
• Contribute to smooth project delivery by staying organized, meeting deadlines, and helping the team keep background processes running reliably and efficiently.

WHAT YOU BRING:

• Strong written and verbal communication skills, with the confidence to liaise with internal stakeholders and speak up when something doesn’t look right.
• Demonstrable experience working proactively and autonomously in an administrative, assistant, coordination, or junior project management role.
• Experience working with spreadsheets and internal tools or databases (e.g. asset management, content libraries, or similar systems).
• Ability to handle repetitive, detail-heavy tasks (e.g. copy/paste, naming, archiving) with accuracy and consistency over time.
• Ability to work within short timeframes and meet deadlines with ease and efficiency, successfully managing schedules and priorities.
• Extremely organized, with a strong ability to manage and prioritize multiple tasks for different stakeholders, and meticulous attention to detail.
• Highly motivated to learn, grow and improve, using this role as a springboard into project management or marketing operations.
• Personable, approachable and collaborative, with a calm, reliable and solution-focused mindset.
• Basic understanding of digital marketing and/or social media processes, or a strong interest in learning this quickly.
• Comfortable working in English in an international team environment.
• Superb planning and organization abilities, including maintaining clear documentation, file structures and distribution lists.

WE OFFER

• A reputation for doing good. DEPT® has been a Certified B Corp® since 2021 and named ‘Agency of the Year’ at both The Lovies and The Webby Awards.
• Awesome clients. Whether big or small, local or global — at DEPT® you’ll get the opportunity to work with clients of all sizes and across all industries. And we celebrate all of our successes together!
• The opportunity for possibility. We want to enable you to do what you do best and help you develop your skills further with training, development and certifications.
• Global annual DEPT® Cares Month in which employees come together and donate their skills to support local charities.

WHY DEPT®?

We are a Growth Invention company built to help the world’s most ambitious brands grow faster. Operating at the intersection of technology and marketing, we create what is next by pioneering ideas, acting fast, and moving further because standing still just is not in our DNA.

We are drawn to people who stay curious, move with intent, and never stop inventing. Our culture runs on three values: better together, relentlessly curious, and get sh*t done. It is how we work, how we grow, and how we make things that matter.

At DEPT®, you will find the freedom to explore, the space to collaborate, and the trust to make a real impact for our clients, for each other, and for the world we are helping to build.

DIVERSITY, EQUITY & INCLUSION 

At DEPT®, we take pride in creating an inclusive workplace where everyone has an equal opportunity to thrive. We actively seek to recruit, develop, nurture, and retain talented individuals from diverse backgrounds, with varying skills and perspectives.

Not sure you meet all qualifications? Apply, and let us decide! Research shows that women and members of underrepresented groups tend not to apply for jobs when they think they may not meet every requirement, when in fact they do. We believe in giving everyone a fair chance to shine.

We also encourage you to reach out to us and discuss any reasonable adjustments we can make to support you throughout the recruitment process and your time with us.

Want to know more about our dedication to diversity, equity, and inclusion? Check out our efforts here.