Administrative Assistant- Marketing
Location : Mayfield Heights, OH
OVERVIEW :
Our growing company is looking for a motivated Administrative Assistant to support our marketing department who is highly organized, detail oriented, and a great communicator. You will be responsible for coordinating marketing content and executing tasks to support our institutional marketing efforts.
You will assist the Chief Marketing Officer, and work closely with Marketing Directors, Managers and Project Manager with administrative and organizational tasks.
RESPONSIBILITIES :
- Scheduling meetings and recording and distributing meeting minutes
- Assisting executives and marketing directors with developing PowerPoint presentations, spreadsheets, and other documents
- Owning our personal marketing platform for agents (Agent Media Marketplace), including request intake; correspondence with agents, designers, and media buyers; promotion and education of the offerings; and ongoing efforts to make improvements and upgrades to the system and offerings
- Owning our shared team calendars (Team Attendance, Manager Meetings, etc.) and making updates as needed
- Owning our companywide office directory spreadsheet and Google Map for Howard Hanna and partner companies, and making updates as needed, including monthly updates with regional marketing directors and state presidents
- Supporting the Events team when needed, including but not limited to :
Sorting and cleaning up spreadsheets
Coordinating purchases and shipments of mass quantitiesCreating files using mail merge / data merge for needs like photo directories, name tags etc.Stuffing envelopes, packing boxes, and shipping / mailingWorking corporate events including but not limited to Awards, HannaCon, Fall Summits, and Managers AdvanceExecuting recurring tasks, including but not limited to :Daily
Joining CMO and marketing directors in recurring team meetings, and additional meetings as requested, to assist with notetaking and follow-up
Monitoring multiple email inboxes (Marketing, Agent Media Marketplace, H-Suite Feedback, etc.), and responding or taking action when neededMonthlyManaging monthly 1 st and 10 th listing mailers from President to agents (“Hoby’s Heroes”)
Attending monthly Town Hall meetings and noting pertinent information and testimonials that could be translated to a marketing message for us to develop furtherUpdating monthly MSA agreement documentation with one of our partners, HSA Home WarrantyQuarterlyUpdating RPR office roster
AnnuallyUpdating HR documents, including employee handbooks for all markets
Compiling and submitting marketing campaigns and materials for annual awards and contests including but not limited to Exhibit Awards, LeadingRE Awards, MarCom AwardsOwning and updating operations documents for both the Marketing team and the company, including but not limited to :Who’s Who in Marketing, and communicating major changes to the Marketing team
Org Charts (Marketing, Shareholders, Residential Brokerage, Hanna Holdings)Marketing Onboarding document, as well as communicating any changes to processes or shared accounts to the Marketing teamMarketing Team In-office Schedule, and communicating quarterly updates to HRAttending the Children’s Free Care Fund Coordinator’s meetings as a Marketing representative to assist with the coordination and execution of the annual Chow Chow event, and report action items back to the Marketing teamOnboarding and training new Marketing employees on company and department procedures, and ensuring they have all necessary technological equipment and office supplies upon their start dateResponsibilities by request or as neededUpdate Lobby TV content as requested by executives
Add / update / remove H-Suite documentsAudit Quantum Postcards Plus for changes to copy, logos, disclaimers, etc.Assisting CMO and marketing directors with creation and approval of purchase orders and invoicesManaging printer maintenance and supplies (paper and ink inventory)Owning the WB Mason account and ordering office suppliesOccasional travel to join meetings and / or events where administrative support is necessary, primarily between Pittsburgh and Cleveland but possibly other markets if neededQUALIFICATIONS :
Detail oriented and organized enough to deliver pixel perfect quality, on timeBachelor's or associate degree in business administration, marketing, communications or any related fieldHands-on, self-driven, highly motivated, and team orientedFast learner with a passion for processes and multi-taskingExperience in customer service or other people-oriented fields desiredProficient in Microsoft programs to include : Word, Excel, PowerPoint, Outlook, TeamsExceptional written and verbal communication skillsAbility to work independently and within a team environmentComfortable presenting in front of small and large groups, in-person or virtually (Agent Media Marketplace)Comfortable communicating by any means necessary, including by phone, email, Slack / instant message / chat, text, etc.Howard Hanna affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.
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