Administrative Assistant – Sales & Marketing

Administrative Assistant – Sales & Marketing

We are seeking a highly organized and customer-focused Administrative Assistant to support our Sales & Marketing team at our Costa Mesa sales office and showroom. This newly created position will play a key role in providing administrative support, coordinating customer visits, organizing events and training sessions, and ensuring an exceptional customer experience.

This is an excellent opportunity for someone who enjoys working in a fast-paced environment, managing multiple projects, and interacting with both internal teams and customers.

• Provide administrative support to the Sales & Marketing team, including Sales Managers and facility leadership.
• Serve as the front desk point of contact and provide a professional, welcoming experience for customers and visitors.
• Coordinate customer visits, machine demonstrations, training sessions, and showroom activities.
• Schedule meetings, conference rooms, travel arrangements, hotel accommodations, and customer dinners.
• Assist with planning and coordinating internal events, workshops, and customer training programs.
• Support sales and marketing initiatives by maintaining customer records, preparing reports, and assisting with lead management.
• Coordinate materials, supplies, and logistics needed for showroom demonstrations and events.
• Maintain accurate documentation of customer visits, demonstrations, and event activities.
• Assist with data collection, reporting, and tracking using Microsoft Excel, Power BI, CRM systems, and other business applications.
• Collaborate with Sales Managers, Product Managers, Application Engineers, and other internal departments to ensure a seamless customer experience.

• Previous administrative support experience in a professional office environment.
• Strong customer service and communication skills with a professional demeanor.
• Highly organized with the ability to manage multiple projects and priorities simultaneously.
• Proficiency with Microsoft Office applications; experience with Google Workspace/Google Sheets is preferred.
• Experience with CRM systems and reporting tools such as Power BI is a plus.
• Experience coordinating meetings, events, or training sessions is highly desirable.
• Marketing support experience or a degree in Marketing is a plus.
• Industrial, manufacturing, or machinery industry experience is helpful but not required.
• Ability to learn new software and internal systems quickly.

• 100% onsite in Costa Mesa, CA.
• Minimal travel required; occasional travel may be available to support a trade show or company event (typically once per year).
• Interview process includes an initial Microsoft Teams interview followed by an onsite interview with the hiring manager and team.
• Long-term opportunity supporting a growing Sales & Marketing organization.