Marketing and Administrative Assistant
Skills for Success
- Strong organizational skills; able to prioritize multiple tasks
- Knowledge of and demonstrated experience with graphic software
- Must possess strong phone and people skills; confident in contacting clients
- Accuracy in work – motivated and able to check own work
- Be resourceful; must research on the internet
- Enjoy working with multiple groups and receive feedback; takes direction well
- Experience working in Microsoft and Excel; Powerpoint a plus
- Committed to maintain confidential information
- Possess aptitude for creativity and number accuracy
- Able to work amid distractions
Front Desk:
- Answer phones: greeting, screening; routing; check messages regularly
- Prepare shipping; maintain mail system, fax, etc.
- Sort mail daily
- “Go to” person for office tasks from all departments
- Order office supplies
- Coordinate office maintenance and repairs
- Maintain extension and phone lists
- Acknowledge birthdays and anniversaries
Assist Marketing:
- Organize marketing materials on website
- Research new clients and contacts; able to contact clients
- Create marketing pages; reformat pages using Corel or similar software
- Assist with marketing packages; complete client qualification packets; keep AIA updated
- Order promotional items: business cards, shirts, banners and give-aways
- Keep website and Facebook updated
- Prepare for conferences and client visits: ship booth, order items for booth, promo, hotels, flights, etc.
- Organize special events, holiday party, client gifts, donations
- Prepare graphic material for office
Assist Project Coordinators:
- Check for accuracy and e-file insurance certificates
- Prepare & email final verification forms (COFinals)
- Prepare Subcontractor Insurance Status reports and follow-up with any subcontractors
- Contact city or county to obtain licensing and registration requirements before starting new jobs
- Pre-liens – complete forms
- Prepare drafts of documents, e.g., waste management plan, etc.
- Ask what they need
Assist other departments as needed
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