Assistant to the Vice President & Chief Communications and Marketing Officer

Pay Grade: Assistant 10

This position provides administrative support to the Vice President & Chief Communications and Marketing Officer, executive director and division staff.To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

*Performs a wide range of general administrative support functions as directed

*Maintains the budget and tracks expenses throughout the year – including compiling budget information for marketing, technology, travel, supplies and equipment

*Processes all procurement orders and purchase orders for advertising, printing, supplies and equipment in collaboration with the Director of Operations

*Processes travel requests and travel reimbursements for the division

*Retrieves, processes, and distributes daily incoming and outgoing mail

Coordinates and implements distribution of marketing materials

Orders promotional items, supplies, and equipment; obtaining quotes or developing formal bid requests when needed

Drafts and prepares routine correspondence, reports and informational materials

Assists with research, annual reporting, and updates to policies and procedures

Independently manages the calendars for the Vice President and Executive Director of communications and marketing; schedules and participates in meetings as directed; records minutes of meetings and distributes as needed

Assists with event planning and serves as the office liaison for staff events, press conferences, high-profile visits, and awards ceremoniesKnowledge, Skills & Abilities

Attention to detail and the ability to focus on task at hand and prioritize amongst competing priorities

Ability to take direction from multiple team members and prioritize tasks accordingly with the keen ability to pivot when necessary

Ability to handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures

Ability to ask thoughtful questions, offering constructive feedback and respectfully challenging ideas when needed

Ability to manage projects end to end, be self-motivated, and maintain a strategic mindset including thinking ahead

Strong ability to strategically manage complex calendars

Ability to be flexible and work independently in a dynamic, creative environment

Demonstrated problem solving skills including the ability to think logically and troubleshoot issues before they arise

Ability to maintain strict confidentiality at all times

Ability to represent the Communications Division professionally on the phone, via email, and in person

Excellent oral, written and verbal communication skills

Excellent customer service and interpersonal skills

Ability to work with a high degree of accuracy in a fast-paced office environment

Strong time management skills with demonstrated ability to multi-task and set priorities

Advanced skills in MS Office products, particularly with spreadsheets, word processing, and presentation software including MS Word, PowerPoint, and Excel


Minimum Requirements:

Associate degree in Office Administration, Business Administration, Communications, or a related field
 
Three years of experience in an administrative support role or in communications/marketing

Experience supporting senior management

Or an equivalent combination of education and experience


Preferences:

Bachelor's degree in Office Administration, Business Administration or related field

Experience working with a purchasing system such as the NC Procurement System

Budgeting and/or accounting experience