Marketing Assistant
Marketing Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Overview
The Marketing Assistant will provide various administrative clerical and marketing tasks as part of the Marketing Public Relations and Communications (MPR&C) department.
Responsibilities
1. Process invoices and reimbursements maintain a digital spreadsheet to track expenditures and assist with budget tracking tasks as assigned. Use the Lawson system to ensure timely approval and payment of all vendors and update department budgets appropriately.
2. Pull record of transactions from Google ads site divide the cost to each program and submit invoices for approval in the Procurement system. Maintain a spreadsheet of digital ads expenditure to track total spent for the year. Reconcile credit card statements for department credit cards.
3. Perform administrative support for the department to include but not be limited to serving as the point person for maintenance housekeeping and building facilities; assist with large departmental meeting preparation; monitor key services in the department such as copiers printers secure waste bins etc.; coordinate with outside service vendors and other departments to ensure timely implementation of service requests and work orders; take meeting minutes notes as needed for specific meetings.
4. Provide support to the Associate Vice President Marketing Communication and Public Relations and department directors with scheduling meetings filing and other administrative duties. Monitor the main marketing department phone number daily directing calls and requests to the appropriate team members. Schedule Marketing Public Relations and Communications (MPR&C) team meetings and Marketing and Public Relations (MPR) manager meetings for the year.
5. Collaborate with functional leaders to create written content drafts for a wide variety of marketing projects such as forms web email signs banners AllHands the Beacon etc.
6. Handle shipments deliveries and other physical organization of materials and supplies mail merge print address envelopes and prepare for interoffice and USPS mail onsite as needed.
7. Input staff attendance information into the Kronos payroll system request timesheet approvals from supervisors and submit time accounting to payroll every other week. Submit time study and project information for the Training Administration National Information Reporting System (NIRS) in a timely and accurate manner.
8. Assist the Public Relations and social media team with media visit coordination. Assist the marketing team with photo and video coordination with participants Institute security and facilities.
9. Assist with Institute events including trade shows fundraisers and conferences.
10. Maintain inventory of collateral materials created by the Marketing and Public Relations department. Monitor requests for information and fulfill requests for these materials from both internal and external sources including web requests. Notify the Creative Services Group in a timely manner if reprints are needed.
11. Monitor webmaster messages review online request forms and seek supervisor input on responses as needed. Update mailing and email lists in Salesforce and other customer relationship management (CRM) tools as needed. Coordinate new lists and list updates with marketing colleagues and Institute departments. Execute mailings.
12. Support the Digital Services team with monitoring digital sign function/ service requests and digital/online properties (such as YouTube and Localist) to verify and ensure content is accurate has uptodate metatags and complies with brand standards and style guides.
13. Support the internal Digital Asset Management team with photo and consent database maintenance as needed.
14. Assist the video producer with scheduling and executing filming to include assisting with equipment reserving room liaising with the marketing director or manager and tagging and posting final versions to YouTube and other locations.
15. Work with vendors and independent contractors to secure necessary paperwork and follow up with Institute departments to ensure compliance with regulations.
Qualifications
EDUCATION:
Associates degree in a communicationsrelated field of study required. Two or more years of relevant work experience may be substituted for this degree requirement at the discretion of the Associate Vice President Marketing Communication & Public Relations.
EXPERIENCE:
Previous work experience in an office environment preferably in Public Relations Marketing digital media A/V or Advertising environment is desirable.
Experience using social media for business purposes particularly Facebook Instagram Twitter YouTube and Salesforce CRM preferred.
Minimum pay range
Maximum pay range
Employment Type
Unclear
