Job Title: Administrative Assistant to SVP Marketing & Communication Job Specialty: Public Relations Job Duration: Not specified Shift: Day M-F 9 AM - 5 PM Guaranteed Hours: Not specified Experience: Five to seven years in an administrative or executive assistant role preferred License: Not specified Certifications: Not specified Must-Have: College degree required; Bachelor's degree or combination of education and/or experience preferred.
Experience with Microsoft Office Suite required.
Job Description: - Provide comprehensive support services to the SVP to ensure a professional, responsive, and effective experience.- Brief with SVP on an ongoing proactive basis.- Prepare SVP for meetings, including taking minutes as requested.- Manage the day-to-day administrative affairs of the SVP's office.- Provide sophisticated calendar management and logistics for meetings and commitments.- Prioritize inquiries and requests, troubleshoot conflicts, and make judgments and recommendations for smooth engagements.- Administer correspondence, manage incoming calls, and prioritize messages, emails, and mail with professionalism.- Utilize Outlook, Word, Excel, and PowerPoint to produce materials and presentations for meetings.- Prepare for meetings and events, including creating agendas, ordering food, booking conference rooms, and arranging video/audio equipment.- Process department invoices and coordinate with Finance to ensure vendors are paid on time.- Process incoming correspondence, prioritize, and determine disposition; direct mail appropriately.- Research, review, and prepare responses for SVP's signature.- Oversee and coordinate maintenance and repairs of office equipment as needed.- Maintain files used by the SVP.- Respond to and address confidential and sensitive information with poise, tact, and diplomacy.- Coordinate with HR and IT to onboard new department employees, ensuring they are set up for success.- Provide oversight and supervision to volunteers.- Work beyond normal hours to accomplish duties, including attendance at evening meetings/events and appropriate board subcommittee meetings.- Perform all other duties as assigned.
Core Competencies: - Strong verbal and written communication skills- Independent judgment and decision-making- Attention to detail- Strong planning and organization skills- Ability to adapt to changing environments and requests- Ability to interpret a variety of instructions- Retains composure under stress