Please apply here: https://jobs.gusto.com/postings/heliae-development-llc-marketing-administrative-assistant-d94bcd43-beae-4504-b8fc-fd8af3a8a885

Job Title: Marketing Administrative Assistant

Location: Gilbert, AZ (On-site)

Reports To: Director of Marketing

Salary: $45,000 – $50,000 (DOE)

Position Type: Full-Time

Start Date: ASAP

Company Description
As a leading ag tech company, Heliae Development, LLC DBA PhycoTerra^® strives to create a sustainable impact in the quality of our planet. PhycoTerra is today’s science-backed game changing brand that is 100% focused on a journey to delivering microbial-based products that can be used to change the world. PhycoTerra is on the path of understanding how a balanced soil microbiome improves overall soil health, structure, water and nutrient efficiency, and plant vigor and marketable yields, even under stressed conditions, thus helping growers’ transition to more regenerative agriculture practices.

Position Summary
As an Entry-Level Marketing Administrative Assistant, you will provide essential administrative and organizational support to our Marketing, Sales, and Executive teams. Reporting directly to the Director of Marketing, you will handle a variety of tasks that facilitate the smooth execution of brand and customer-facing initiatives and internal operations. This on-site role at our Gilbert, AZ headquarters offers the opportunity to develop foundational marketing and administrative skills while learning from a team of passionate professionals.

Key Responsibilities

1. Event Planning Support
   • Assist in coordinating logistics for trade shows, conferences, and other marketing and company events.
   • Manage calendars, schedules, and vendor communications for events.
   • Help with event setup, teardown, and post-event follow-up.
2. Team Meeting Support
   • Organize team meetings by scheduling conference rooms, preparing agendas, and sending out reminders.
   • Take detailed meeting notes, track action items, and ensure timely follow-up.
3. Customer Engagement, Sales Meeting & Board Meeting Support
   • Assist in coordinate customer tours at our facility, including scheduling, preparing required materials, and providing hospitality (e.g., catering, presentation setup).
   • Assemble and distribute customer welcome kits, and contribute to other customer-related marketing tactics.
   • Coordinate sales meetings in Gilbert, including scheduling, agenda preparation, and on-site logistics.
   • Support logistics for bi-annual Board of Director meetings in Gilbert (e.g., booking venues, catering, and preparing materials).
   • Support brand transition project for corporate identity in our Gilbert office.
4. Graphic Design & Presentation Design
   • Collaborate with the Brand Manager to create and edit graphics as needed for presentations, social media, and marketing collateral.
   • Ensure adherence to brand guidelines and maintain consistency in all internal and corporate communications.
5. Promotional Item Ordering & Shipments
   • Assist in sourcing and ordering branded promotional items for events and corporate gifting.
   • Manage shipping logistics to ensure timely delivery of promotional materials to various locations.
6. Administrative Support (Gilbert Office)
   • Provide administrative assistance to the CEO and Human Resources, including preparing internal communications, scheduling, and other duties.
   • Support associate communications and coordinate the distribution of office-wide announcements.
   • Monitor and maintain vending and office supplies, coordinate meeting room schedules, and provide general administrative support as needed.
   • Manage errands and assist with mailing and faxing tasks at FedEx, UPS, or USPS locations.
   • Greet visitors and vendors and notify appropriate personnel of their arrival.
   • Assist with pickup and setup of meals during company events.

Qualifications

1. Education:
   • Bachelor’s degree in marketing, communications, graphic design, hospitality, or equivalent experience.
2. Experience & Technical Skills:
   • MUST be proficient in Adobe Creative Suite, Microsoft Office Suite, and print production, and
   • Willingness to learn new platforms and software as needed.
   • Previous administrative or internship experience in an office setting (marketing or event planning focus preferred).
3. Soft Skills:
   • Team player with a can-do attitude and an entrepreneurial, proactive mindset.
   • Strong organizational and time-management skills, with the ability to handle multiple tasks and meet deadlines.
   • Excellent written and verbal communication.
   • Capacity to problem-solve within a team to build efficiency and support cross-functional communication.
4. Additional Pluses:
   • Passion or interest in sustainability, agriculture, or food systems.
   • Experience in foodservice or service-related roles.
   • Bilingual in Spanish.

What We Offer

1. Competitive compensation ($45,000 – $50,000 DOE) and benefits package.
2. Opportunities for professional development and growth within the company.
3. A supportive, mission-driven culture where your contributions make a tangible impact.

PhycoTerra is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.