Job Description

SUMMARY: The executive and marketing administrative assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence including presentations, coordinate the receiving of visitors, arranging conference calls and scheduling meetings for executives.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ship Out and collect packages, walk office and check for cleanliness (will contact Maintenance for repairs).
• Monitor cleaning staff (contact LA Controller for any issues).
• Coordinate visitors to the Corporate offices
• Manage all website inquiries. Also keep a detailed report of inquiries. (Information .com)
• IT- I open and monitor IT service tickets for the following people: The Executive offices, (various GMs- coach as necessary on how to pen the ticket so they are self-sufficient.
• Balance meeting rooms in the Ed Center between various visitors. Manage Ed Center calendar. Ensure cleanliness of meeting rooms and stock rooms including breakroom
• Coordinate payment of marketing and admin invoices.
• Coordinate special projects which includes schedule meetings, NDAs, hosting calls, maintain smart-sheet, coordinating between departments.
• Manage Business Card printing site. Set up new users and order business cards. Contributed to redesign of print materials.
• Book travel as requested.
• Book meetings for Leadership Team including the annual budget reviews.
• Travel Program- Approve all new user requests and manage back end of site. Provide user support for about 250 employees
• Manage the AMEX program. Submit the completed AMEX report to A/P each month, also order and maintain cards.
• Coordinate travel arrangements for interview candidates and interview agenda. This includes completing expense reimbursement forms and setting up all candidates as vendors. Coordinate local interviews for the Corporate office; greet candidates, print resume, escort candidate between interviewers.
• Outside visits and high-level customer meetings. Coordinate arrival of food, supplies, and rooms.
• Manage and reschedule conflicting meetings. Coordinate product display in Board Room or Ed Center with Marketing Department.
• Manage vendor pricing/contracts. Negotiate rates and submit rooming lists for meeting and tradeshows.
• Tradeshows- large and small local shows. Manage the attendee list, room list, travel bookings, reminder emails. Also booking supplies through the tradeshow vendors, requesting spaces, purchasing ad space, ordering booth materials. Coordinate the shipments and local team on the ground.
• Attend and schedule weekly Leadership Team meetings.
• Create decks/presentations for Leadership Team
• Send out monthly E-store usage reports.
• Contribute to launch and design of intranet, coordinate news story updates
• Gifts- Order new marketing material, bags, hats, etc., participate in design or coordination of design. Backdrop, folders, shirts. Also, coordinate high level customer gifts.
• Book and negotiate contracts for annual meetings, Operations Managers’ Meetings, General Managers’ Meetings
• Order and send Holiday cards, employee gift cards
• Companywide calls. Create company wide-call invites and set-up and monitor the calls.

Marketing Support:

• Supports the development and execution of assigned marketing projects and tasks, specific to the assigned Marketing services, with minimal supervision. Must support the management of projects and tasks in accordance with the project management process and actively track progress and adapt, as needed.
• Works directly with the assigned Marketing lead and with 3rd party agencies in support of digital marketing strategies, including website development and social media marketing. Must also maintain web updates and work within the content management system, as assigned.
• Manages the marketing collateral and merchandise inventory. Works directly with 3rd party agencies to ensure marketing support materials are kept in stock and distributed to Sales. Also supports the development of new marketing materials, including sell sheets and recipe sheets, in addition to monthly tracking for Marketing and Sales.
• Works closely with the assigned Marketing lead, the Product Marketing Manager and with 3rd party agencies to plan and coordinate in-person product training seminars (communications, travel arrangements, meeting setup, etc), as well as online training modules to support sales and marketing goals.
• Coordinates the management of our trademark portfolio, by working directly with the assigned law firm to renew existing trademarks and apply for new registrations. Works with the Product Marketing Manager to ensure trademark standards are maintained from a goods and services standpoint.
• Manages marketing communications to Sales, through the monthly e-newsletter. Coordinates content development and organizes each issue. Maintains schedule and ensure topics are relevant and the content is informative and complete.
• Supports Sales teams with requests for product information and documentation, in addition to providing support and guidance for organizing and supporting local customer events and regional trade shows.
• Follows our best practices in Marketing and Good Manufacturing Practices and food safety rules, as well as takes responsibility for house-keeping and sanitation duties for work area and as assigned
• Adhere to all company policies, procedures and safety rules as stated in the Employee
• Handbook and otherwise posted or communicated

EDUCATION AND / OR EXPERIENCE:

Bachelor degree required. Strong customer and sales support experience required. Position requires approximately 2-3 years’ experience (or combination of work and/or education). Previous educational or work related experience with gathering, analyzing, and interpreting data required

OTHER SKILLS AND ABILITIES

• Detail-oriented with demonstrated organizational skills and multi-tasking ability; self- motivated; and self-directed
• Ability to work independently and to exercise significant discretion and independent judgment for the betterment of business operations.
• Show willingness to take ownership of position
• Creative problem solving ability
• Proficient with Microsoft Office tools (strong competency with Microsoft Excel)
• Must posses a valid California Driver’s license
• Must have a very professional verbal and written communication skillset

LANGUAGE SKILLS: Possess good communication (verbal and written), and interpersonal skills in order to effectively interface with various team members and/or departments.

Ability to present findings, both orally and in writing, in a clear, meaningful manner (quantitative and qualitative)

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the employee must be able to stand, walk, reach with hands and arms, and talk or hear continuously for 8 or more hours at a time. The employee must be able to use hand to finger, handle, or feel; climb or balance, stoop, kneel, crouch, or crawl, taste or smell for 8 hours or more at a time, and occasionally lift and/or move object approximately 25 to 50 pounds from floor level to a height of 6 feet.

Must be able to travel to other corporate, branch and customer locations by automobile and, occasionally, by air travel.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust and focus

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to risk of electrical shock and risk of radiation. The noise level in the work environment is usually moderate.

Company Description

SkillsetGroup, LLC together with its subsidiaries, provides workforce solutions to various industries within the United States. The company offers trained employees for Information Technology, Engineering, Accounting & Finance, Administrative & Clerical, Aerospace & Defense, Automotive, Food & Beverage, Government, Manufacturing, Medical Device, Pharmaceutical, Plastics, Warehouse and Distribution for temporary, full-time and senior-level project professionals. The company also provides scientists, and scientific and clinical research workforce solutions; engineering professionals and information technology specialists across various disciplines. Further, the company provides integrated talent management solutions, including contingent workforce outsourcing, business process outsourcing, recruitment process outsourcing, independent contractor, payroll process outsourcing, and career transition and executive coaching and development solutions. SkillsetGroup was founded in 2013 and is headquartered in Santa Ana, CA.