Administrative Assistant- Marketing

Vitra Health is a mission-driven healthcare organization committed to improving the quality of life for individuals and families across Massachusetts. Through innovative home- and community-based services, Vitra supports aging adults, people with disabilities, and individuals with complex care needs— supported by a Nurse, and Case Manager, Vitra ensures clients receive compassionate, personalized, and dignified care.

To help share our mission and expand our community impact, Vitra Health is seeking a Marketing Administrative Assistant who is passionate about supporting organizational communications, marketing operations, and community engagement.

The Marketing Administrative Assistant role, an in-office full-time position at our Boston location, supports the efficient operation of the Marketing department through administrative, communications, and project coordination.

The role requires strong organizational skills, attention to detail, excellent communication and a commitment to sharing Vitra’s mission. This role is a full-time role at 40 hours per week. This position is not remote or hybrid eligible.

Key Responsibilities:

Internal Communications

• Coordinate and send company-wide communications, including all-staff emails and quarterly newsletters.
• Assist in developing and maintaining marketing guidelines and documentation.
• Support Business Development marketing trainings
• Maintain Marketing SharePoint files, folders, and documentation.
• Conduct research to support marketing initiatives and organizational projects.

Content & Marketing Support

• Upload blog posts and website content in WordPress.
• Schedule and distribute partner emails and newsletters through Klaviyo.
• Coordinate logistics for social media content creation and photo/video shoots.
• Assist with publishing social media content using approved marketing platforms.
• Monitor online company reviews and communicate trends or concerns to the Marketing team.

Marketing Operations

• Order and maintain inventory of marketing materials, promotional items, and business cards.
• Manage marketing projects and task assignments through Monday.com.
• Maintain the department event calendar and coordinate calendar invitations for meetings and trainings.
• Monitor and respond to the Marketing inbox, routing requests as appropriate.
• Take meeting notes for select departmental meetings and distribute follow-up action items.
• Organize marketing receipts and departmental records in SharePoint.
• Coordinate and administer internal staff surveys.
• Foster culture of customer service and commitment to quality care
• Serve as a brand ambassador for Vitra reflecting our vision, mission, and values.
• Show genuine interest and compassion for the communities we serve and commitment to the diversity of our clients and team members

What We Are Looking For

• Fluency in English; bilingual or multilingual candidates strongly preferred.
• College degree preferred; High School diploma or GED required.
• Minimum of 3 to 5 years of administrative experience required.
• Experience supporting a marketing, communications, or administrative team preferred.
• Strong organizational, multitasking, and project coordination skills.
• Excellent written and verbal communication skills.
• Strong attention to detail with the ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office and Microsoft 365 applications.
• Experience with marketing platforms such as WordPress, Klaviyo, Monday.com, or similar systems is preferred.
• Experience maintaining SharePoint or other document management systems preferred.
• Experience with Adobe Creative Suite, including Photoshop and Illustrator, is preferred.
• Solution-oriented with the ability to work independently and collaboratively.

Work Environment and Physical Requirements

• Office-based work in a clean well-lit environment with fluctuating temperatures near others.
• Client-facing field staff and community liaisons require frequent travel to client homes or community settings; ability to drive safely; work in client homes may involve varying temperatures, odors, allergens, pets, and other environmental factors.
• Requires substantial periods of repetitive work utilizing a computer, monitor, keyboard, and mouse.
• Requires lifting and carrying equipment and supplies weighing up to 35 pounds; requires pushing and pulling equipment and supplies weighing up to 35 pounds; requires walking and standing; requires frequent sitting more than 75% of the workday; requires the ability to negotiate stairs; requires visual acuity and manual dexterity to operate equipment.

Perks and Benefits:

• Employer sponsored health Insurance with a generous employer match.
• Dental and Vision Benefits.
• Supplemental Benefits
  • Life, Accident, Critical Illness and Disability Insurance.
• 401K with a 5% company match.
• Accrued Paid-Time-Off.
• Ten company paid holidays.
• Wellness Benefits.
• Tuition Reimbursement.
• Supportive team structure and company culture with a focus on work/life balance.

Vitra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.