SALES & MARKETING ASSISTANT

Job Description

Sales and Marketing Assistant 

Sales Department

Austin, Texas

The following job description is a general outline of essential and common functions related to the performance of your job.  All employees of USA Quality Staffing are expected as a condition of employment to perform tasks as assigned by management whether included in your job description or not.

Supervisor:

1. Senior Vice President of Marketing

Provide support to:

1. Senior Director Account Management
2. Directors of Hospital Partnerships

Job Summary

The Sales and Marketing Assistant will play a crucial role as the primary support to the Senior Director of Account Management and the Directors of Hospital Partnerships by providing comprehensive administrative assistance, coordinating projects, and facilitating the execution of key marketing and sales activities. This individual will be responsible for managing multiple priorities, ensuring smooth communication across teams, and contributing to both strategic planning and daily operations.

This is an in-office role requiring daily, on-site presence and a highly proactive, executive-level assistant who takes the initiative anticipates needs, and ensures nothing falls through the cracks.

The ideal candidate will have a minimum of three years of experience in a sales and marketing role, with prior experience supporting senior executives. A background in Marketing, Business, Communications, or a related field is preferred. Strong verbal and written communication skills are essential, as the role requires clear and professional presentation of information. The successful candidate will be highly organized, capable of managing multiple projects simultaneously, and adept at meeting deadlines.

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), CRM systems, and marketing tools such as Google Analytics, social media platforms, and email marketing software is required. A high level of accuracy and attention to detail is critical, along with the ability to balance creative thinking with analytical skills to evaluate and improve marketing and sales initiatives. The role also demands discretion in handling sensitive information, as well as a collaborative mindset to work effectively with cross-functional teams.

This is an excellent opportunity for a team-oriented professional looking to make a meaningful impact in a dynamic and fast-paced environment.

• Provide high-level administrative support to the Senior Director of Account Management and the Directors of Hospital Partnerships, correspondence, and real-time support for urgent changes, including after hours.
• Geo Mapping in Quest Analytics- Aggregate and verify healthcare facility location data through comprehensive administrative research and specialized geo-location software to ensure network accuracy and data integrity.
• Additional tasks as assigned by sales team and department executives.
• Track client and prospect interactions, meeting outcomes, and follow-up actions using Excel and Creatio CRM; maintain up-to-date CRM records, including leads, opportunities, and engagement metrics, receive Marketers request for admits through CRM. 
• Generate and manage reports from CRM, AS400, and quarterly tracking; coordinate and track physician fax distributions.
• Prepare presentations, reports, and branded sales materials in collaboration with Corporate Media; organize logistics for internal meetings, client engagements, sales presentations, and marketing events.
• Coordinate logistics for conferences and sponsorships—including team travel, registrations, vendor management, branded merchandise, and client-facing events—while managing related departmental budgets and providing reporting, forecasting, and financial insights to support oversight of these initiatives.
• Lead preparation and timely delivery of executive-level reports, KPIs, and bi-weekly updates for senior leadership.
• Maintain and enhance sales infrastructure, including standard operating procedures (SOPs), centralized resources, and onboarding materials.
• Support execution of sales and marketing strategies by tracking project timelines, deliverables, and milestones.
• Maintain organized databases of marketing campaigns, sales collateral, and project documentation.
• Assist with campaign development and execution, including content creation, distribution, and results tracking.
• Support the creation of client proposals, promotional materials, and custom sales presentations.
• Conduct network/market/product research and competitive analysis to inform strategic planning and identify growth opportunities.
• Compile reports on customer behavior, market trends, and industry insights; gather and analyze feedback to improve sales and marketing approaches.
• Act as a liaison between the Sales Team and internal departments, ensuring clear communication, cross-functional alignment, and consistent follow-through.
• Assist other departments when needed.