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Marketing Administrative Coordinator
2 months ago
POSITION SUMMARY
The 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 policies. The individual will receive training in essential job functions and Marketing Department procedures from team members and other Executive Administrators as needed. The Marketing Administrative Coordinator will be supervised daily by the Vice President of Marketing and will also assist the President with various administrative, analytical, and correspondence tasks as required.
KEY RESPONSIBILITIES
1. Prepares and coordinates the distribution of departmental communications, confidential documents, and presentation materials as requested by leadership.
2. Organizes and maintains Marketing files for historical documentation, including financial reports, invoices, vendor information, and promotional data, ensuring proper storage both internally and externally.
3. Arranges travel logistics for department members and manages travel expense reporting for the Vice President and Managers.
4. Oversees the inventory of supplies, forms, and samples necessary for the Marketing department.
5. Ensures the cleanliness and safety of shared spaces and equipment within the department, maintaining an orderly environment.
6. Coordinates shipments for meeting materials and external samples as needed.
7. Manages the processing of Marketing invoices, ensuring accurate coding and routing through payment systems while resolving any arising issues.
8. Independently oversees various intra- and inter-departmental processes, including contract file management and budget file maintenance.
9. Maintains an updated vendor list and distributes it to the Marketing team upon request.
10. Efficiently screens and responds to communications via Teams, phone calls, and emails.
11. Assists with project management tasks as needed, including coordination of interdepartmental initiatives and basic analytical projects.
12. Oversees the stewardship of trademarks and patents for U.S. and Canadian brands.
13. Manages the calendar and scheduling for the Vice President of Marketing.
14. Develops meeting agendas, coordinates meetings, and supports internal events as required.
15. Acts as the primary contact for both internal and external inquiries, facilitating communication as necessary.
16. Coordinates meeting logistics and refreshments when requested.
17. Contributes to fostering a positive organizational culture and employee engagement.
ADDITIONAL DUTIES
1. Performs other tasks and responsibilities as assigned by Directors, Managers, or the Vice President of Marketing.
2. Assists in the planning and execution of internal multifunctional team meetings.
3. Supports various company processes and initiatives.
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED
1. A four-year college degree or equivalent experience is required.
2. Typically, 3 to 5 years of experience in an administrative role is necessary.
3. Proficient in Microsoft Office Suite (PowerPoint, Excel, Word, Outlook) and familiar with business technologies such as web conferencing and expense reporting systems.
4. Strong written and verbal communication skills with meticulous attention to detail and the ability to work independently.
5. Excellent interpersonal skills to build effective relationships with various stakeholders and function as a collaborative team member.
6. Exceptional organizational skills with the ability to manage multiple tasks and meet deadlines.
7. Experience in conducting basic analytical tasks is preferred.
8. Ability to handle confidential information with discretion.
9. Demonstrated capability to identify process improvements and implement corrective actions.
10. Ability to remain composed under pressure and adapt to a dynamic work environment.
11. Willingness to accept additional responsibilities as needed.
PHYSICAL REQUIREMENTS
1. This role requires standing or walking up to 33% of the time and sitting, talking, or hearing, and using hands to handle or feel 66% to 100% of the time.
2. The individual may need to lift up to 10 pounds 33% to 66% of the time.
3. Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
4. There are no significant environmental hazards associated with this position.
5. The noise level is moderate, typical of a business office environment.
