GENERAL DESCRIPTION / PRIMARY PURPOSE
The position is responsible for performing and assisting with various administrative duties for the Vice President of Marketing and U.S. Marketing team, primarily ensuring that Marketing Department's invoices are accurately tracked, processed, documented, approved, and paid within terms of company processes and procedures. Must have the ability to manage a range of administrative processes accurately as well as multi-task, respond and adapt in fast-paced environment working within tight deadlines on several simultaneous projects for shared services Marketing department that is staffed across the U.S.
MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION
Track, review, process and reconcile invoices, case costs and insurance payments; ensure adherence to Company policies and procedures, proper documentation, invoice accuracy, appropriate approval levels and general ledger distribution
Research, follow-up and resolve inter-department and vendor inquiries
Create and maintain master invoice files and tracking spreadsheets
Prepare accruals for the Marketing Department at period end
Process accounting items for example accrual reconciliation.
Processing of all marketing vendor invoices; tracking costs against budgets
Support the team with various administrative duties for example among others couponing, Disney registrations, digital asset management.
Assist with creating communications, presentations, reports and other correspondence as needed
Prepare expense reports for the VP Marketing
Organize and file documents
Plan and coordinate meeting spaces, prepare meeting materials and logistics for onsite/offsite meetings and events
Receive, sort and prioritize incoming mail
Manage and prioritize incoming calls, call lists, and visitors; initiate calls
Perform general administrative duties and support other administrative staff including distributing incoming mail, managing shipments and ordering supplies
Provide back up for temporary absences and lunch coverage for other administrative staff, if needed
Perform other duties and special projects may be requested from time to time
JOB SPECIFIC COMPETENCIES (Knowledge, Skill And Experience Requirements)
Minimum 2-5 years Administrative Assistant experience and/or general bookkeeping experience
Knowledge of general accounting and accounts payable procedures
Strong organizational skills, attention to details and adept critical thinking skills
Proficiency in Microsoft Office Suite including PowerPoint, Word, and an expert knowledge of Excel
Ability to solve problems and work with minimal supervision
Able to work within tight deadlines, and be willing to do what it takes to get the job done
Excellent communication skills, written and verbal as well as interpersonal skills
Initiative to proactively identify projects and complete tasks
Ability to multitask, prioritize and meet deadlines
Open to supporting other departments with special projects as required
Flexible, diplomatic and works well in a team environment
Has developed expertise in a variety of work processes. Works autonomously with established procedures and practices. Understands importance of discretion and diplomacy. Ability to properly handle confidential and time sensitive information.
Ability to proactively identify and evaluate problems with solutions; respond to issues and inquiries with strong sense of urgency and high level of professionalism
No supervisory responsibilities; manages own work load and provides support to other administrative staff
Ability to manage multiple priorities in fast paced environment. Uses discretion to modify work practices and processes to achieve results and improve efficiency.
Strong interpersonal skills, ability to work well in a team, and communicate effectively and professionally with senior management, associates, and outside vendors.
INTERNAL & EXTERNAL RELATIONS
Senior management, across all domestic divisions
Corporate accounting team
Marketing staff members located throughout the U.S.
Outside vendors/customers and third-party vendors and insurance representatives
EDUCATION AND CERTIFICATION
WORK HOUR REQUIREMENT
EEO STATEMENT: All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.