Administrative Support Specialist

Great opportunity to join a growing team! The Administrative Support Specialist provides versatile support for the marketing team and other departments within the organization.

This role will be 80% marketing focus and 20% support for the senior leadership team. This role involves managing administrative tasks, maintaining office / asset organization, and ensuring the efficient flow of information and resources.

Key Responsibilities :

Communication Handling : Act as a liaison between the marketing team and other departments, clients, or external partners.

Manage emails, phone calls, and other forms of communication.

Document Preparation : Assist in the creation and formatting of marketing materials, presentations, reports, and other documents.

Refine and enhance presentation materials for internal and external use. Ensure accuracy and adherence to brand guidelines.

Event Coordination : Support the planning and execution of marketing events, conferences, roundtables, on / offsite events, Corporate visitors, Senior Management Events, trade shows and promotional activities.

Handle logistics, facility selection, accommodations, contract negotiations, food / beverage selection, travel / transportation, and follow-up tasks.

Samples, Marketing Assets & Literature Management : Responsible for organizing and maintaining inventory levels of marketing samples, collateral, and other assets.

Oversee the check-out process for assets. Coordinate the shipment of marketing materials and product samples. Ensuring timely and accurate delivery to intended recipients.

Promotion Management & Tradeshow Support : Provide support for Key Opinion Leader partnerships (contracts, webinars, billing, etc.

Support planning and execution of successful tradeshows (booth logistics, graphics, materials, registrations, leads), direct mailings, distributor co-ops, education programs, etc.

• Agency / Media Management : Coordinates with outside creative and communications development suppliers assuring efficient and effective delivery of end product.
• Support for Leadership Team : Assisting other leadership team members with administrative tasks. Coordinating schedules and meetings, polishing presentations, managing communication, and providing necessary administrative support.
• Manage assigned ad hoc projects. Be an all-around go to person for the team.

Qualifications / Requirements

• Associate's degree in office administration or a related field
• 2+ years experience in a complex administrative support role
• High proficiency with Microsoft Word, Excel, and PowerPoint
• Creative thinker who can add polish and professionalism to deliverables.
• Exceptional organization and prioritization skills with the ability to juggle multiple projects simultaneously.
• A self-starter who can work independently with minimal direction.
• A passion for driving others to greater productivity and goal achievement.
9 days ago