Assistant, Admin/Events Coord for Marketing/Communications

Description

POSITION SUMMARY

The Administrative Assistant/Event Coordinator provides high-level administrative support to the marketing department with regard to administrative functions. The Assistant must be able to work confidentially and independently while carrying out numerous assignments as a liaison with internal clients and departments as well as patients, valued partners and the community as a whole. They will have event planning duties assigned, to support marketing and company functions.

Requirements

ESSENTIAL JOB DUTIES and FUNCTIONS

While living and demonstrating our Core Values, the position will:

• Perform clerical/administrative duties such as managing and prioritizing email, scheduling appointments, and drafting official business correspondence.
• Ensure effective time management by prioritizing projects and meetings.
• Be an ambassador for the mission of the organization.
• Cross train with the other Administrative Assistants to provide back up at any time. 
• Assist in the development, preparation and delivery of reports, publications, speeches, and presentations to employees, patients, business groups, and the community.
• Develop a complete understanding of the requirements for every event
• Research vendors and make selections based on their creativity, quality, and cost
• Book venues, schedule guests, draft and finalize contracts, and lock down day-of logistics
• Develop content for event materials and work with graphic designer to produce
• Hire personnel as needed across all functions of an event (ex: registration, setup, catering, audio/visual)
• Handle day-to-day administration of events and programs, including order placements, vendor monitoring, travel planning, attendee participation, registration counts, RSVP tracking, and issues resolution

OTHER FUNCTIONS AND RESPONSIBILITIES

• Excellent professional skills and be detail oriented 
• Strong analytical, organizational and time management skills
• Excellent interpersonal, written and verbal communication skills
• Patience to work through the creative process and drive to create positive outcomes 
• Excellent computer skills, as well as proficiency with Google platform, Microsoft Word, Excel and Power Point are required
• Willingness to work a flexible schedule
• High level of professionalism and confidentiality required at all times
• Oversee the planning and execution of events 
• Uphold the company's mission and vision with every event
• Own every aspect of an event, from venue choice to success metrics
• Keep budgets and timelines under control at all times

REQUIRED QUALIFICATION:

• Bachelor's degree preferred
• Four years related experience and/or training, or equivalent combination of education and experience.