[Hiring] Marketing Operations Admin @CEF Solutions Inc.

Role Description

We are looking for a reliable and detail-oriented Marketing Operations Admin to serve as the operational backbone of our Marketing Communications team. This role keeps the team running smoothly — managing event logistics, inventory programs, email distribution, vendor coordination, and gift fulfillment so the rest of the team can stay focused on creative and digital execution.

Responsibilities

• Exhibition & Event Administration
  • Handle booth registration, payments, and procurement for major trade shows (2x per year)
  • Source and coordinate branded materials, giveaways, and printed kits for each event
  • Track event-related expenses and submit records for budget reconciliation
  • Maintain an event calendar with deadlines, vendor contacts, and logistics checklists
  • Coordinate shipping of event materials and confirm on-site delivery timelines
• Inventory & Marketing Logistics
  • Manage inventory and fulfillment for ongoing programs: Free Drill kits and New Customer Gift packages
  • Track outbound shipments and follow up on delivery issues with carriers
  • Maintain accurate inventory logs in Excel or Google Sheets; alert team lead when stock needs replenishment
  • Coordinate with the U.S. sales team on regional distribution requests and fulfillment priorities
• Database & Newsletter Distribution
  • Build, segment, and maintain the master email list in Mailchimp by region, specialty, and status
  • Execute final newsletter sends following team lead approval and designer asset delivery
  • Ensure list hygiene on a regular cadence: process unsubscribes, bounces, and opt-in updates
  • Pull post-send reports and share open rate, click rate, and list health summaries with the team
• Gift Sourcing & Fulfillment
  • Research and evaluate gift options for new customer welcome and appreciation programs
  • Manage vendor relationships, purchase orders, and delivery timelines for gift procurement
  • Coordinate with the U.S. sales team to ensure timely distribution to new accounts
  • Track gift inventory and proactively reorder to maintain buffer stock
• General Admin & Operations Support
  • Maintain billing and vendor invoice tracking — log payments, due dates, and approval status
  • Update and organize procurement records: PO logs, vendor contacts, and order history
  • Keep shared folders and documentation structured and accessible for the team
  • Support light data entry and reporting tasks as assigned by the team lead

Qualifications

• 2+ years of experience in marketing admin, operations coordinator, or similar role
• Strong Excel or Google Sheets skills — comfortable with tracking logs, basic formulas, and organized record-keeping
• Experience with Mailchimp or other email distribution platforms
• Highly organized with strong attention to detail and ability to manage multiple tasks at once
• Good written English for remote coordination with the U.S. team
• Reliable and self-directed — able to keep operations running without close supervision
• Experience with vendor coordination, procurement, or logistics is a strong plus

Nice to Have

• Experience coordinating trade show or event logistics
• Familiarity with inventory management or fulfillment workflows
• Background in healthcare, dental, or medical device industry (not required)