Administrative Assistant - Marketing

Role Summary

The Administrative Assistant will provide administrative support to our Midwest Marketing and Client Solutions teams based in Kansas City. This position will be responsible for preparing routine, advanced and technical correspondence, and collecting information for routine and non-routine inquires or reports. All activities will be performed in support of the strategy, vision and values of JE Dunn.

• Autonomy & Decision-Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.
• Career Path: Senior Administrative Assistant

Key Role Responsibilities - Core

ADMINISTRATIVE FAMILY – CORE

• Provides routine administrative support to one (or more) managers or functions; includes activities such as managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, printing, filing, etc.   
• Manage and oversee the local office's ticketing program for marketing-based events (e.g., sporting events and major entertainment), including purchasing, allocation approvals, and distribution to clients and internal stakeholders.
• Manage marketing collateral and promotional materials, including sourcing print materials, replenishing swag and trade show items, and maintaining inventory, storage, and booth signage.
• Provides administrative support such as processing and distributing incoming mail, maintaining records and filling systems.
• Processes and distributes incoming communications (e.g., mail, email, phone, fax, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
• Demonstrates a positive and professional attitude, maintaining composure under pressure. 
• Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
• Shares subject matter expertise in order to support teamwork and deliver results.
• Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
• Exercises discretion and integrity with highly confidential and sensitive information.

Key Role Responsibilities - Additional Core

ADMINISTRATIVE ASSISTANT

In addition, this person will be responsible for the following:

• Prepares internal and external correspondence including letters, memorandums, meeting notes, forms, contracts, and other documents, and ensures all materials conform to best practice standards and formats.
• Collects information from a variety of contacts, paper and electronic sources in order to create routine and custom reports and documents for both internal and external distribution.  
• Prepares presentations. 
• Proactively reviews calendars and upcoming events and coordinates with internal customers to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc.
• Uses a variety of systems (such as Cosential, Image and Workflow, internal portal, etc.) to obtain necessary information and to support efficiency and productivity in the role.
• Responds to business needs and requests from various stakeholders, often with limited information.  Takes steps to gather knowledge and information necessary to complete non-routine and/or complex tasks. 
• Applies knowledge of systems and processes to evaluate current best practice standards and suggests changes to continually improve and streamline processes.
• Manages difficult or emotional customer situations promptly and efficiently.
• Meets client commitments, recognizes and acts upon service opportunities.
• Solicits and applies feedback to improve quality and service.

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written
• Ability to conduct effective presentations
• Organizational skills – Intermediate
• Ability to deliver quality through attention to detail – Intermediate
• Proficiency in MS Office – Intermediate
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Intermediate
• Thorough knowledge of organizational structure and available resources – Intermediate
• Ability to quickly and effectively solve complex problems – Intermediate
• Thorough knowledge of administrative, office and general accounting procedures and standards – Advanced
• Ability to build relationships and collaborate within a team, internally and externally

Education

• High School Diploma or GED (Required)
• Associate’s degree in office administration or related field (Preferred)
• In lieu of the above requirements, equivalent relevant experience will be considered.

Experience

• 5+ years administrative support experience, specifically supporting marketing and/or client solutions leaders (Required).
• Proven experience with highly complex event management logistics (Preferred)
• Experience with CRM systems, such as Microsoft Dynamics (Preferred)

Working Environment

Benefits Information

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details.

Click here for benefits details.