JOB SUMMARY
The Executive Assistant, Marketing is responsible for supporting the Vice President and all members of the Marketing Department, inclusive of Directors, Sr. Managers/Managers, Associates, and Designers. The incumbent is primarily responsible for performing a wide range of administrative responsibilities and other support services in accordance with Company policy; and is trained in basic job tasks and Marketing Department processes by functional team members and other departmental Executive Administrators, as necessary. The Executive Assistant is jointly supervised on a day-to-day basis and reviewed annually by the Vice President, Marketing. The Executive Assistant, Marketing also supports the President performing various administrative, analytic, and mail-handling services, as needed.
ESSENTIAL JOB FUNCTIONS
1. Handles preparation and/or coordination for the distribution of departmental correspondence, confidential information, and presentation materials, as requested by departmental leaders.
2. Maintains and saves/stores Marketing files needed for historical records, including financial reports, redemption records, invoices, videos, vendor information, promotion data, etc., stored by various means, both internally and at outside warehouses.
3. Researches and/or makes travel arrangements for department members, as requested. Manages travel expense coding and submission for department Vice President and Managers.
4. Secures and maintains stock of all supplies, forms, and samples for the Marketing department.
5. Ensures maintenance of neatness and safety in department's shared/open space and appliances. Maintains Marketing storage areas and ensures materials are kept orderly and in good condition.
6. Coordinates shipments for meeting materials, external samples, etc.
7. Administers Marketing invoice processing. Receives codes and routes invoice through payment systems and resolves issues as they arise. Assigns account codes to vendor invoices based on guidance provided by Managers and Associates. Facilitates approval process.
8. Independently oversees and executes intra- and inter-departmental processes including contract file maintenance, sample procurement/disposal, maintenance of fiscal year brand budget files, etc.
9. Maintains department vendor list and distributes to Marketing team as requested.
10. Screens and returns Teams communications, phone calls, and emails on a timely basis.
11. Handles project management assignments as requested (e.g., interdepartmental coordinator, contests, internal survey work, basic analytical projects, etc.).
12. Oversees departmental stewardship of trademarks and patents on U.S. and Canadian brands.
13. Manages the Vice President, Marketing's calendar and scheduling.
14. Creates meeting agendas, coordinates meetings and internal events as needed. Supports team meetings (notes/prompts for agenda items, proactively updating recurring events, etc.).
15. Acts as main point of contact for external and internal requests, including meeting and greeting when necessary.
16. Handles meeting coordination/refreshment activities, when requested.
17. Helps to drive and contribute to culture and engagement in the organization.
ADDITIONAL RESPONSIBILITIES
1. Performs and assumes other duties and responsibilities, as may be required by Directors and Managers, the Vice President, Marketing and/or President.
2. Supports planning and execution of internal multifunctional team meetings.
3. Supports the Winner's Circle and BQS processes.
REQUIRED EDUCATION, EXPERIENCE AND SKILLS
1. Four-year college degree or equivalent is required.
2. The knowledge and skills required for this position are typically acquired in 3 to 5 years of experience in an administrator capacity.
3. Advanced knowledge of Microsoft Office suite (PowerPoint, Excel, Word, Outlook). Familiar with business technology including but not limited to web conferencing, TEAMS/Zoom, expense submission & reporting systems, Zoom, etc. Rapid attainment of capabilities with basic functions of Cognos, Adage, ERP system, sales reports, and website-related software that allows for quality performance of relevant tasks outlined as job functions above.
4. Good oral written communication skills (spelling, grammar, and punctuation) with strong attention to detail, ability to exercise initiative, work independently and proactively follow-up.
5. Must possess the interpersonal skills and ability to develop and maintain an effective working relationship with various levels of internal and external customers, function as a team player, accept constructive feedback from manager, and comply with Company policies.
6. Strong organizational ability with capability to meet deadlines on a multitude of concurrent tasks. Task oriented and ability to drive completion of tasks within narrow timelines.
7. Experience/ability to conduct basic analytical tasks.
8. Discretion with confidential information to which he/she has access.
9. Demonstrated ability to identify potential improvements in work and processes and to develop appropriate corrective/preventative action with reasonable supervision.
10. Poised under pressure and flexible to adapt in a fast-paced environment.
11. Willingness to accept other duties, as assigned.
PHYSICAL DEMANDS & ENVIRONMENT
1. This position requires the individual to stand or walk up to 33% of the time. This position requires the individual to sit, talk or hear, and use hands to finger, handle or feel 66% to 100% of the time. This position requires the individual to reach with hands and arms 33% to 66% of the time.
2. This position will require the individual to lift up to 10 pounds 33% to 66% of the time.
3. The vision requirements for this position includes close vision of 20 inches or less; distance vision of 20 feet or more, color vision (ability to distinguish between colors), peripheral vision (ability to see up, down, left, right while eyes are fixed on a given point), depth perception (3-dimensional vision), and ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).
4. This position has no exposure to measurable environmental hazards or conditions.
5. The noise level for this position will be moderate noise (Ex: Business office with typewriters and/or computer printers, light traffic).
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