Executive Assistant, Marketing

1 month ago

Oak Brook, United States Blistex Inc Full time
Job DescriptionJob Description

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).

  • Executive Assistant, Marketing Coordinator

    2 days ago

    Oak Brook, Illinois, United States Blistex Inc Full time

    Job SummaryThe Marketing Department at Blistex Inc. is seeking a highly skilled and organized Executive Assistant to provide administrative support to the Vice President and Marketing team. The ideal candidate will have a strong background in administration, excellent communication skills, and the ability to work independently in a fast-paced environment.Key...

  • Marketing Coordinator

    1 month ago

    Oak Brook, United States Let's Pave Full time

    Job DescriptionJob DescriptionDescription:Our B2B Marketing Coordinator is responsible for supporting the marketing efforts specifically aimed at business-to-business (B2B) audiences. This role involves coordinating and executing marketing campaigns, managing content, and analyzing data to enhance lead generation and brand awareness within the B2B sector....

  • Marketing Coordinator

    6 days ago

    Oak Brook, United States Let's Pave Full time

    Job DescriptionJob DescriptionDescription:Our B2B Marketing Coordinator is responsible for supporting the marketing efforts specifically aimed at business-to-business (B2B) audiences. This role involves coordinating and executing marketing campaigns, managing content, and analyzing data to enhance lead generation and brand awareness within the B2B sector....

  • B2B Marketing Coordinator

    2 weeks ago

    Oak Brook, United States Let's Pave Full time

    TheB2B Marketing Coordinator is responsible for supporting the marketing efforts specifically aimed at business-to-business (B2B) audiences. This role involves coordinating and executing marketing campaigns, managing content, and analyzing data to enhance lead generation and brand awareness within the B2B sector. The B2B Marketing Coordinator must be highly...

  • B2B Marketing Coordinator

    2 weeks ago

    Oak Brook, United States Let's Pave Full time

    TheB2B Marketing Coordinator is responsible for supporting the marketing efforts specifically aimed at business-to-business (B2B) audiences. This role involves coordinating and executing marketing campaigns, managing content, and analyzing data to enhance lead generation and brand awareness within the B2B sector. The B2B Marketing Coordinator must be highly...

  • Marketing Coordinator

    5 days ago

    Oak Brook, Illinois, United States FJB Enterprises LLC Full time

    Job Description**Job Summary**FJB Enterprises LLC is seeking a highly skilled Digital Marketing Coordinator to join our team. As a key member of our operations team, you will be responsible for executing a range of duties to support our field operations teams.**Key Responsibilities**Handling of multiple projects with deadlinesOrganize, plan, prepare,...

  • B2B Marketing Specialist

    2 weeks ago

    Oak Brook, Illinois, United States Let's Pave Full time

    Job OverviewThe B2B Marketing Coordinator at Let's Pave plays a crucial role in enhancing our marketing initiatives directed towards business clients. This position is focused on orchestrating and implementing marketing strategies, managing content, and analyzing performance metrics to boost lead generation and elevate brand visibility in the B2B...

  • Marketing Strategist

    3 days ago

    Oak Brook, United States Inspira Financial Full time

    Job DescriptionJob DescriptionTake the next step in your journey at Inspira Financial. You will help businesses and individuals thrive today, tomorrow, and into retirement. Become part of a company that is people centric and client obsessed in every interaction; a community of forward-thinking individuals focused on driving results to deliver our mission...

  • Marketing Manager

    4 weeks ago

    Oak Brook, United States The Drake Oak Brook, Autograph Collection Full time

    The benefits… Insurance enrollment available from DAY 1! Paid time off available from DAY 1! Holiday pay available from DAY 1! 401(k) enrollment after 30 days! Hotel and travel discounts at worldwide destinations! Professional development and promotion opportunities! About this job…As a key member of the Drake Oak Brook, Autograph Collection Sales &...

  • Marketing Strategist

    2 days ago

    Oak Brook, Illinois, United States Inspira Financial Full time

    Job Description**About Us**Inspira Financial is a leading provider of health, wealth, and retirement solutions that empower individuals and businesses to achieve their financial goals. With a strong commitment to customer-centricity and innovation, we strive to deliver exceptional results and build long-lasting relationships with our clients.Job SummaryWe...

  • Retail Operations Supervisor

    2 weeks ago

    Oak Brook, Illinois, United States Acosta Sales & Marketing Full time

    Position Overview: The Retail Operations Supervisor plays a pivotal role in ensuring an exceptional customer experience while managing store operations for a leading brand in the retail sector. This individual is responsible for overseeing team dynamics, inventory management, and maintaining a visually appealing store environment.Key Responsibilities:Deliver...

  • Marketing Manager

    4 weeks ago

    Oak Brook, Illinois, United States The Drake Oak Brook, Autograph Collection Full time

    The benefits...Insurance enrollment available from DAY 1Paid time off available from DAY 1Holiday pay available from DAY 1401(k) enrollment after 30 daysHotel and travel discounts at worldwide destinationsProfessional development and promotion opportunities About this job... As a key member of the Drake Oak Brook, Autograph Collection Sales & Marketing...

  • Digital Marketing Coordinator

    3 months ago

    Oak Brook, United States FJB Enterprises LLC Full time

    Job DescriptionJob DescriptionDigital Marketing Coordinator Job Details Job Type: Full TimeFamily owned and operated Oak Brook area Commercial Real Estate Company is looking for a Digital Marketing Coordinator to perform a range of duties to support the field operations teams. This candidate must have a minimum of 2 years’ experience or a 2-year degree or...

  • Digital Marketing Coordinator

    3 months ago

    Oak Brook, United States FJB Enterprises LLC Full time

    Job DescriptionJob DescriptionDigital Marketing Coordinator Job Details Job Type: Full TimeFamily owned and operated Oak Brook area Commercial Real Estate Company is looking for a Digital Marketing Coordinator to perform a range of duties to support the field operations teams. This candidate must have a minimum of 2 years’ experience or a 2-year degree or...

  • Executive Operations Leader

    2 weeks ago

    Oak Brook, Illinois, United States The Chamberlain Group Inc Full time

    Position Overview:As the Executive Operations Leader, you will play a pivotal role in supporting the Executive Vice President/General Manager in a variety of capacities, from daily operational tasks to strategic initiatives.Key Responsibilities:1. Provide comprehensive support to the Executive Vice President/GM, assisting with both routine activities and...

  • Marketing Administrative Coordinator

    2 weeks ago

    Oak Brook, Illinois, United States Blistex Inc Full time

    Job OverviewPOSITION SUMMARYThe Marketing Administrative Coordinator plays a crucial role in providing comprehensive support to the Vice President and the entire Marketing team, which includes Directors, Senior Managers, Associates, and Designers. This position encompasses a variety of administrative tasks and support services in alignment with company...

  • Marketing Coordinator

    2 weeks ago

    Oak Brook, United States Marcus And Millichap Full time

    We are currently seeking a Marketing Coordinator to provide additional support to a very active Brokerage team in our office in Oak Brook, IL.This role provides marketing and administrative support in a fast-paced, team-oriented environment. This individual will work alongside the current marketing coordinator and director of marketing. Responsibilities:...

  • Marketing Coordinator

    3 weeks ago

    Oak Brook, United States Marcus And Millichap Full time

    We are currently seeking a Marketing Coordinator to provide additional support to a very active Brokerage team in our office in Oak Brook, IL.This role provides marketing and administrative support in a fast-paced, team-oriented environment. This individual will work alongside the current marketing coordinator and director of marketing. Responsibilities:...

  • Marketing Specialist

    4 weeks ago

    Oak Brook, United States LaSalle Network Full time

    LaSalle Network is a professional staffing and recruiting firm based in the Chicagoland area. LaSalle Network provides staffing, recruiting and culture consulting services to companies of all sizes, ranging from startups to Fortune 500 organizations. We offer a range of services, including temporary staffing, temporary-to-permanent staffing and permanent...

  • Marketing Specialist

    4 weeks ago

    Oak Brook, United States The LaSalle Group Full time

    LaSalle Network is a professional staffing and recruiting firm based in the Chicagoland area. LaSalle Network provides staffing, recruiting and culture consulting services to companies of all sizes, ranging from startups to Fortune 500 organizations. We offer a range of services, including temporary staffing, temporary-to-permanent staffing and permanent...