About the Job
The Administrative Assistant for the Advertising and Communications department is responsible for a wide variety of administrativ, accounting and project management tasks to support management and department activities related to public relations, web, social media, events, advertising, marketing and sales enablement. Requires exceptional organizational/project management skills and the ability to work independently in a fast-paced environment.
Responsibilities
Administrative Duties
• Support the heads of Advertising/Events and PR/Communications department members, as required, in handling tasks in ways that increase efficiency and productivity
• Assist Show Event managers in various ways including coordinating arrangements for domestic/international shows, booking and managing hotel room requirements, etc.
• Inspect mail and make assessments of importance, routing accordingly. Use follow up techniques to ensure call backs and ensure timely mail response to urgencies and schedule requirements are being handled professionally
• Assist in coordination of sponsorships and related requirements
• Keep schedules for department projects and personnel
• Assist in maintaining/distributing inventory of marketing materials
• Maintain mailing contact lists
• Maintain magazine complimentary/paid subscription lists
• Take and distribute meeting minutes as requested during department meetings
• Cross-train with other M&C Administrative Assistant in order to provide coverage during absences
• Daily routine administrative support including FedEx, copying, filing, etc.
• Other miscellaneous tasks as assigned by Management in order to meet business objectives
Finance Duties
• Preparation of purchase orders
• Liaise with Accounting department to track purchase orders, invoices and payments
• Maintain department online shared PO folder
• Prepare and distribute monthly P&L summaries
• Prepare department yearly accruals and track progress as needed
• Assist in the preparation of departmental expense budgets, reforecasting and tracking
• Other duties as assigned by Management in order to meet business objectives
Required Qualifications
• High school graduate or equivalent
• Five (5) years of administrative, project management or support experience in a corporate sales/marketing environment
• Experience managing administrative projects from conception to completion
• Experience managing a variety of accounting duties
• Detail-oriented individual who thrives on variety and can work independently and in collaboration with others to accomplish objectives and problem-solve
• High-level proficiency with Microsoft Office with advanced proficiency in Microsoft Excel
• Some college preferred
• Experience working in a Communications or Marketing department preferred
• Knowledge of Siebel, Sugar CRM Software or similar CRM software preferred
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