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Administrative Assistant

Administrative Assistant

Location 
US-NY-Yonkers
Experience (Years) 
5

More information about this job

Position Overview

The Administrative Assistant supports members of the Marketing Leadership team, providing administrative support as well as assisting on marketing projects where needed, including reporting, events, and expense related tasks.

Qualifications Include

Minimum of five years’ experience in an administrative support role; experience in a marketing department is beneficial but not required. Strong MS Office (Word, Excel, PowerPoint) and Google (Docs, Sheets, Slides, calendar) and marketing-related software required. Must have strong attention to detail, flexible and capable of organizing and prioritizing multiple assignments. Excellent interpersonal, verbal and written skills are required. The ability to use sound judgment, think resourcefully, work independently and take initiative is essential.

Success Criteria:

  • Instills trust and demonstrates integrity
  • Takes the initiative to solve problems
  • Leads with urgency and purpose, focusing on action and results, and is proactive and follows-up in a timely manner.
  • Communicates effectively within and across teams to maximize efficiency
  • Experiments and learns from both successes and failures and responds quickly with course corrections based on CR’s best interests
  • Able to adjust to changing priorities

#LI-LG1

 

Key Responsibilities

  • Provides day-to-day administrative support for multiple members of the Marketing Leadership Team. This includes calendar management, booking travel, processing expenses, ordering department supplies, workspace logistics, tracking department time off, creating and printing documents and presentations, coordinating team activities, sorting mail, and organizing records/files.
  • Calendar management and meeting logistics for print/digital marketing team, and marketing division meetings, including:

         -Scheduling meetings

         -Resolving conflicts

         -Ensuring conference rooms are booked and appropriate guests are in attendance   

        - Ordering catering where appropriate

        - Setting up technology for meetings (dial-in, hangouts, projection, etc)     

        - Providing availability to other departments to assist in scheduling of meetings   

  • Prepares, updates and distributes marketing reports as needed, including the fundraising revenue reports
  • Coordinate onboarding for department new hires (office location/setup, supplies, new hire setup for systems, onboarding documents, etc.)
  • Processes all invoices, check requests and purchase orders for the department.
  • Follows up with A/P on any invoice discrepancies or concerns about payment status from vendors and contractors.
  • Assists with Fundraising tasks including preparing data for selection of sweepstakes prize winners and preparing winners lists; forwarding donation checks to fulfillment house;auditing processing time by fulfillment vendor on a regular basis; and handling donor requests, refunds and benefits. Develops, organizes and maintains office procedures, files, and necessary information sources. Assists with ad hoc projects, requests, and events, as needed. (i.e. Thank You donor event, etc.)