Marketing and Sales Assistant

Full-Time / On-Site Position

Reports to : VP of Marketing and Sales

About Us

At Hotze Health & Wellness Center, we are dedicated to transforming lives through personalized wellness solutions, hormone therapy, and premium vitamins and supplements. Our mission is to provide exceptional care and service to our guests (patients) while fostering a collaborative and supportive environment for our team. Join us in Katy, Texas, and contribute to a dynamic team focused on health, innovation, and guest satisfaction. Learn more at hotzehwc.com.

Job Overview

We are seeking a detail-oriented and enthusiastic Marketing and New Guest Sales Assistant to support our Marketing and Sales teams in an administrative capacity. The primary goal of this role is to deliver extraordinary customer service to both internal team members and external guests (patients) and potential guests. You will play a key part in enhancing guest experiences through efficient support, creative marketing assistance, and seamless event coordination. This position requires strong organizational skills, an initiative-taking mindset, multi-tasking, and the ability to build lasting relationships.

Key Responsibilities

• Guest Support and Service : Assist prospective and active guests (patients) with general inquiries, answering and transferring calls to appropriate departments, schedule prospective guests for Wellness Consultations via Calendly Links, and provide high level information on medical services and products to ensure a positive experience first impression of our business. Monitor guest inquires coming in via Podium (web platform) and social media platforms. Monitor our admin and other email boxes – providing answers or directing to appropriate team member. Copying and collating various presentations.
• Marketing Materials Management : Assist in the creation of marketing collateral using Canva (graphics for flyers and organic social media, etc); order and manage supplies including flyers, brochures, guest giveaways / gifts, newsletters, mailing envelopes / boxes, and promotional materials and management of our marketing inventory (housed both internally and external storage unit). Download and Upload marketing materials, filmed events, photos and more to Marketing Server and retrieve as required. Manage full drives and move to hard drives, as necessary. Semi-annually changes all marketing passwords.
• Social Media and Review Management : Monitor social media comments and send daily Google Review solicitations to guests at the end of each day.
• Guest Recognition Initiatives (monthly) : Prepare handwritten messages, address and mail monthly anniversary cards to guests reaching milestone anniversaries. In addition, reward guests with gratitude if they have referred a new guest to our practice who has fully completed their initial visit. Email the referring guest to alert of reward, and post reward to their profile in our HHWC Reward App.
• Presentation Coordination : Coordinate the development of weekly PowerPoint presentations for All-Staff meetings highlighting the team's marketing efforts and output; prepare similar presentations for quarterly Marketing Leadership meetings. This is not creating the marketing materials, rather it is gathering what has been created by peers and pulling into PowerPoint within already created presentation templates.
• Event Planning : Coordinate Guest Appreciation and other internal / external events, typically no more than one per quarter, including planning, execution, and follow-up. Taking photos and short videos of events for presentations and social media posts. Working with and coordinating all efforts with vendors supporting events : food / catering; party rentals; poster printing; room set up, creating name tags, registration sheets, and more.
• Podcast Outreach and Audio-Visual Support : Researching topics, relevant guest speakers and scheduling each for monthly filming dates with our professional filming vendor. Setting up Podcast Studio pre- podcast on filming dates. If a podcast cannot be done on routine monthly date, assign zoom link and assist in studio setup for in house filming. Utilizing AI to develop Podcast outlines for individual topics to prepare host.
• Financial Reconciliation : Reconcile daily and monthly new guest quotes created by Wellness Consultants against actual payments received.
• Team Collaboration : Demonstrate excellent interpersonal and communication skills to strengthen relationships with guests and internal team members, treating colleagues as valued internal customers.

Knowledge and Skills Requirements