Position Summary:
The Administrative Assistant – Marketing, works closely with the Office Manager, Administrative Assistant, and the overall Business Unit with the focus to administratively support the Marketing team. The Marketing Administrative Assistant is responsible for a wide variety of duties, while representing and maintaining the BU both internally and externally, interfacing with staff at all levels with the highest level of professionalism and in a manner that reflects positively on the organization. Attend to sensitive matters with a high level of confidentiality and discretion while fostering positive relations with customers and co-workers. Though this role reports to the Office Manager, there will be significant collaboration with the Senior Marketing Director for Canada (and/or those whom they delegate) in coordination with the Office Manager.
Essential Job Functions:
- This position will report to and support the Office Manager while fulfilling other duties pertaining to the Marketing Department, at the direction of the Office Manager. Duties and responsibilities will be several and diversified in nature.
Some specific responsibilities will include (but are not limited to):
- Creation of Marketing check requests, obtaining and tracking approvals and submitting for payment, including the creation of new vendors to the MEC system. Working closely with the accounts Payable team in Corona CA to ensure invoices are being processed to the proper coding & in a timely manner using the
SAP program.
- Completing Concur entries and submissions for 2 corporate cards (Hotels and Fights) only as they pertain to Marketing. This includes preparation and collection of necessary back up documentation and approvals
- Completing Hotel Credit Card Authorization forms for Marketing, following a specific process & ensuring folios are received and shared with the Office Manager and Administrative Assistant.
- File Maintenance, both digital & physical.
- Maintaining Office Security protocols as they relate to the alarm system, being an after-hours alarm responder if necessary.
- Ensuring cleanliness of the CEM & Marketing areas of the warehouse (Marketing assets/inventory) - this only involves reaching out to Marketing should these items be unkept in the warehouse as well as regular office maintenance & cleanliness.
- Hotel & Event Agreements: preparation for approvals, obtaining approvals and signatures to full execution for the Marketing Department with support from the Office Manager/Administrative Assistant.
- Screen incoming telephone calls; take and deliver accurate messages, respond to requests by gathering and providing information and/or relaying to the appropriate staff.
- Prepare in Word, Excel, PowerPoint: agendas, reports, special projects, and other documents in support of departmental operations and objectives as they pertain to Marketing.
- Working with the Administrative Assistant for device needs (phones and tablets) of the Marketing Department to ensure continuity.
- Involvement in Internal Order Number requests as they pertain to the Marketing Department and communication of same to Administrative Assistant and Office Manager to ensure continuity.
- Involvement with Marketing Budgets as directed by the Senior Marketing Director for Canada.
- Accurately record minutes from Marketing meetings when required & assist with organizing, preparing, and presenting slides on the Canada Marketing monthly teams calls.
- Additional responsibilities as assigned.
Position Requirements:
- High School Diploma required. College preferred.
- Prior Administrative Assistant experience required. A minimum of two years Administrative Assistant experience is preferred.
- Advanced Excel, PowerPoint and Word required.
- Existing knowledge of Concur & SAP is considered an asset but will train.
- Ability to handle multiple tasks in a work environment where rapidly changing priorities can be the rule rather than the exception.
- Outstanding attention to detail and accuracy.
- Self-starter who is driven to learn all aspects of the business. Driven to excel, grow and is willing to step outside of the job description.
- Excellent verbal and written communication skills with special attention to spelling and grammar.
- Superior organization and time management skills.
- Ability to function effectively as a member of a team with willingness to assist with special tasks and projects as assigned.
- Independent worker.
- Elevated level of business acumen.
Base Pay Range : $42,120 - $56,160 (+) CAD
