Executive Administrative Assistant - Marketing Department

This is a remote position.

Successful sales and marketing company is looking to add to our Marketing team! We are a leading consulting company that helps small businesses grow by developing and executing strategic sales and marketing systems. Our expertise is in working with small businesses that have annual sales of $5-$30 million and are in the manufacturing or industrial service industries. All of our clients are in the B2B marketplace. We provide a variety of services and tools to help them attract new business, including digital and print marketing services.

We are seeking a detail-oriented and organized Executive Administrative Support Specialist for our Marketing Department, preferably with experience in calendar management, to join our dynamic team. The ideal candidate will play a crucial role in managing the team's schedule, ensuring seamless coordination of tasks, and contributing to the overall efficiency of the marketing operations. The individual in this position will be responsible for efficiently managing the marketing team's schedule utilizing the Google Calendar and ensuring smooth coordination of activities. The chosen candidate will be working on multiple projects running simultaneously in an extremely fast-paced environment so the ideal candidate must be comfortable jumping from task to task very quickly. Flexibility is a must. This role requires meticulous attention to detail, strong organization skills, and the ability to communicate professionally with clients and staff on every level. Additionally, the candidate will be involved in the creation of new client documents as well as daily administrative tasks to ensure the functionality and coordination of the department’s activities.

Document creation and formatting are paramount. The ideal candidate must be able to proofread their own work and that of others on a wide range of reports and documents used by both staff and clients.

This is a telecommute/remote position. The position starts off on a part-time basis but will move into a full-time position within 2-6 weeks. This is a long-term position that pays $47,840 - $58,240 per year paid at an hourly rate. You will be paid weekly via an online platform with all fees absorbed by us.

It is important that the person selected is available during the hours of 8:00 a.m. to 5:00 p.m. Eastern Time for pre-arranged meetings and various administrative tasks throughout the day.

This position requires someone who is extremely detail oriented and can read, write, and speak English fluently. This is an execution role and the successful applicant will be participating heavily in managing the marketing department calendar including but not limited to: scheduling new clients for all calls as well as scheduling bi-weekly recurring meetings times via phone and/or email. The ideal candidate will also be responsible for scheduling meetings for the department manager, interdepartmental meetings, and rescheduling client meetings to accommodate client requests as needed.

Responsibilities:

• Calendar Management:
• Utilize tools such as Google Calendar to effectively manage and organize the marketing team's schedule.
• Coordinate meetings, events, and appointments to optimize team efficiency.
• Manage and schedule client meetings, ensuring alignment with team availability.
• Client Document Creation:
• Assist in the creation of new client documents, ensuring accuracy
• Assist in the creation and distribution of new client-related documents as needed, ensuring accuracy.
• Collaborate with team members to gather necessary information for document creation.
• Contribute to the creation and organization of marketing materials and documents.
• Communication:
• Serve as the central point of contact for scheduling-related inquiries.
• Facilitate communication between team members regarding schedules, deadlines, and document requirements.
• Serve as a point of contact for scheduling
• Demonstrate Excellent communication skills, both written and verbal: It is essential to be able to communicate and collaborate with other departments, high-level executives, and other stakeholders.
• Organization:
• Maintain an organized system for scheduling and document creation files.
• Update various spreadsheets and databases
• The person in this position should also be adaptable, able to work well under pressure, and have a strong work ethic.
• Time Management:
• Detail-oriented, organized, and able to manage multiple projects simultaneously as well as ability to prioritize tasks, manage time effectively, and be flexible with work schedule.
• Must be able to adapt to changing circumstances and be able to work in a fast-paced environment.
• Providing general administrative support:
• Ensuring ABMs have view access to the marketing meeting notes for their individual accounts.
• Ensuring digital versions of all marketing literature is added to JRP drive and spreadsheet is updated at all times.
• Proficiency in using common office software such as Microsoft Office, Google Suite, Asana, and other administrative software is important.
• Placing orders for brochures, line-cards, sell sheets and business cards.
• Creating business cards through VistaPrint.

Qualifications:

• Proven experience in calendar management, preferably using Google Calendar.
• Strong organizational and multitasking skills.
• Excellent attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Ability to work collaboratively in a fast-paced environment.
• Proficiency in using scheduling tools, such as Google Calendar or similar applications.

As part of the interview process you will be asked to complete a few short tasks to determine your overall skill level.

Our company utilizes several time-saving systems to help support and leverage results faster.

If you feel you meet the qualifications listed above for the Executive Administrative Support Specialist, please respond with your resume and a cover letter explaining why you are the ideal candidate for this position.

Job Types: Remote, Full-time

Pay: $47,840 – $58,240 per year paid at an hourly rate

Benefits: 401k, Dental insurance, Health insurance, Vision Plan, Life Insurance, Short-term Disability, Long-term Disability, Employee Assistance Programs, Accident Insurance and Critical Insurance

Job Types: Full-time, Part-time

Pay: $47,840.00 - $58,240.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative: 10 years (Preferred)
• Calendar Management: 10 years (Preferred)
• Marketing: 10 years (Preferred)

Location:

• Indiana (Required)

Work Location: Remote

Salary : $5 - $30