The Administrative Assistant in the Digital Marketing Department is responsible for providing overall administrative support to the Vice President, Digital Marketing & E-Commerce, as well as four Directors. We are looking for someone who collaborative, organized, digitally savvy and has great financial acumen which can help set this team up for success!
Manage complex schedules and coordinate meetings with internal and external parties, utilizing multiple calendars
Determine importance of meeting requests and schedule accordingly
Handle heavy call volume, and act as back-up for the Marketing & Sales Executive team as necessary
Perform basic administrative tasks, e.g., photocopying and filing. Maintain proper recordkeeping and filing system for all work. Order and manage office supplies/inventory for team.
Distribute department mail, maintain department calendar and attendance records
Compose and type routine e-mail and other correspondence
Coordinate travel schedules and arrangements. Collect required travel documentation, prepare and process expense reports ensuring adherence to established travel policy guidelines; ensure the timely processing of expenses utilizing the latest T&E electronic process for payment to Corporate credit cards.
Provide administrative support for various projects, including PowerPoint and other presentation materials as requested by management
Maintain contact lists and meeting attendee email groups
Coordinate staff meetings, conferences and client meetings as necessary. Coordinate visitor requests with Parking and Security.
Assist in new hire onboarding (ID badge generation, name plates, desk set-up, etc.)
Coordinate maintenance of office equipment with appropriate vendors
Maintain general suite order and cleanliness
Perform other related duties as required by management
High School Diploma/GED and minimum of 2 years of experience in an Administrative Assistant capacity in increasingly responsible roles
Proficiency in Microsoft Word, Excel, Outlook and PowerPoint
Knowledge of all basic office equipment required
Previous experience supporting a senior executive strongly preferred
Excellent organizational, verbal and written communication skills
Demonstrated ability to work with all levels of employees and management, and willingness to give assistance to co-workers in other areas. Strong team player.
Pleasant, professional attitude and personality
Strong time management skills and a demonstrated ability to work independently under pressure and meet tight deadlines. Ability to multi-task and be flexible.
Ability to work with and maintain confidential information.
Self-starter with ability to follow-through with minimal supervision