Administrative Assistant

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 quantities
  • Creating files using mail merge/data merge for needs like photo directories, name tags etc.
  • Stuffing envelopes, packing boxes, and shipping/mailing
  • Working corporate events including but not limited to Awards, HannaCon, Fall Summits, and Managers Advance
• Executing 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 needed
  • Monthly
    • Managing monthly 1st and 10th 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 further
    • Updating monthly MSA agreement documentation with one of our partners, HSA Home Warranty
  • Quarterly
    • Updating RPR office roster
  • Annually
    • Updating 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 Awards
  • Owning 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 team
    • Marketing Team In-office Schedule, and communicating quarterly updates to HR
  • Attending 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 team
  • Onboarding and training new Marketing employees on company and department procedures, and ensuring they have all necessary technological equipment and office supplies upon their start date
  • Responsibilities by request or as needed
    • Update Lobby TV content as requested by executives
    • Add/update/remove H-Suite documents
    • Audit Quantum Postcards Plus for changes to copy, logos, disclaimers, etc.
    • Assisting CMO and marketing directors with creation and approval of purchase orders and invoices
    • Managing printer maintenance and supplies (paper and ink inventory)
    • Owning the WB Mason account and ordering office supplies
  • Occasional travel to join meetings and/or events where administrative support is necessary, primarily between Pittsburgh and Cleveland but possibly other markets if needed

QUALIFICATIONS:

• Detail oriented and organized enough to deliver pixel perfect quality, on time
• Bachelor's or associate degree in business administration, marketing, communications or any related field
• Hands-on, self-driven, highly motivated, and team oriented
• Fast learner with a passion for processes and multi-tasking
• Experience in customer service or other people-oriented fields desired
• Proficient in Microsoft programs to include: Word, Excel, PowerPoint, Outlook, Teams
• Exceptional written and verbal communication skills
• Ability to work independently and within a team environment
• Comfortable 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.

Qualified candidates please send resumes to: anzifalchetti@howardhanna.com

HowardHanna.com

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.