What are the responsibilities and job description for the Operations Assistant position at Life Extension Foundation Buyers Club Inc?
This position is primarily responsible for assisting the Marketing department in the daily and timely operations of marketing initiatives in the team’s pursuit of accurate, flawless execution, and other administrative duties as needed.
Core Duties and Responsibilities:
- Serve as lead on new project set up and execution of various tasks for all Marketing programs using our project management platform, WorkFront
- Train and serve as a WorkFront SME (subject matter expert) assisting the Marketing department with operations, department tasks and channel training, reporting, creating SOPs across all areas and utilizing the full capabilities of this workflow system; detailed and meticulous set up is essential
- Create all Marketing codes and toll-free number assignments; serve as SME on Marketing codes and usage
- Liaise with partner departments to trouble shoot issues with Marketing codes and/or toll-free number issues
- Train as back-up for promotional offers set up
- Submit Purchase Orders to vendors for all tasks needed, process check requests, CAPS and invoice processing; serve as lead liaison to A/P following up to resolve urgent matters or issues associated with costs and/or invoices
- Responsible for reconciliation of Marketing corporate American Express card and variance reporting of department budget
- Support the department with USPS compliance, mailing services, informed delivery and incentive programs; including, but not limited to, permit maintenance (fees), mail piece design regulations, postage rate announcements, cost savings communication, and Postal One
- Create weekly Mail Summary report for team approvals, email final to Executive team for review
- Create daily email schedule and send to Marketing department; trouble shoot any issues with email send dates/times
- Handle bookings for all Marketing team conferences including a detailed list of conference costs, hotel, and airline bookings; request final approval from CMO noting any variance from budget allowance to actuals
- Arrange all onsite vendor visits and any associated tasks and/or communications with vendors in preparation of visit
- Order office supplies for Marketing department and manage Office Depot and Amazon accounts
- Provide administrative and operational support for marketing team as needed
- 2 onsite days per week is an essential function of this position
- Additional duties as needed
Position Requirements:
- 2 years of experience with administrative duties (supporting a Marketing department preferred); Associates/BA degree or equivalent experience
- Workfront experience a strong plus
- Embraces a collaborative work style, a can-do attitude, and is effective in communicating with key players in a multi-faceted workplace
- Strong organizational skills and ability to stay on top of multiple tasks at the same time
- Proficient in Microsoft Office (Excel, PowerPoint, Word)
- Ability to work in a fast paced, deadline-orientated environment, while executing responsibilities accurately, efficiently and in a timely manner
- Excellent communication skills, both verbal and written
