Marketing Administrative Assistant

Nesco Resource

2024-04-25 18:40:17

Nashville, Tennessee, United States

Job type: fulltime

Job industry: Administration

Job description

PRIMARY PURPOSE: The Administrative Assistant is responsible for providing a high level of professionalism and confidentiality in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful, and efficient.

GENERAL RESPONSIBILITIES:

1. Administrative Support:

   • Performs complex administrative duties, including coordinating resources across corporate functions.
   • Composes routine correspondence with internal and external contacts.

2. Executive Calendar Management:

   • Manages multiple Outlook Calendars.
   • Interacts with internal and external executives, assistants, consultants, and vendor partners.
   • Coordinates complex executive meetings, prioritizing based on need.
   • Handles travel scheduling, logistics, and problem-solving.

3. Time Management:

   • Conserves executive's time by managing correspondence, collecting and analyzing information, and initiating telecommunications.
   • Ability to multitask and meet changing deadlines.

4. Document Preparation and Record Management:

   • Processes expense reports and invoices.
   • Handles mail, faxes, copying, and maintains department phone/email lists and organizational charts.
   • Properly stores legal agreements.

5. Event Coordinating:

   • Plans functions and negotiates with outside vendors for services.

6. Project Management:

   • Leads multiple projects simultaneously and follows up exceptionally.

7. Communications:

   • Demonstrates expert oral and written communication skills.
   • Interacts professionally with clients, vendors, and visitors.
   • Coordinates and schedules meetings and conference calls.

8. Supply Management:

   • Oversees and ensures adequate supplies for the department.

9. New Employee Arrangements:

   • Completes arrangements for new departmental employees, including orientation and securing technical assets.

10. Special Projects:

    • Performs tasks assigned to support department priorities, with exceptional follow-up skills.

OTHER/SPECIAL QUALIFICATIONS:

• Ability to handle confidential information appropriately.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• High degree of flexibility, good interpersonal, organizational, and multitasking skills.
• Detail-oriented with effective communication skills.
• Works well independently and in team environments.
• Service-oriented mindset.
• May require some overtime.