Administrative Coordinator - Marketing

Description

Title: Administrative Coordinator – Marketing

Overview:

The Administrative Coordinator - Marketing provides administrative tasks such as calendaring, event planning, vendor management, invoicing, and other day-to-day administrative duties. Provides system portal maintenance administration support to division management, select members of senior leadership, the Premier America Foundation. Composes and assembles letters, memos, reports, training materials, and various other documents. Assembles and maintains statistical data. Answers questions and directs telephone calls and visitors. Acts professionally and discreetly. Exercises good judgment and pays close attention to detail. This role goes beyond traditional administrative duties, incorporating financial tracking, budget variance analysis, and accrual reporting. The ideal candidate is detail-oriented, analytically minded, and comfortable working with cross-functional teams.

What You Will Do:

• Performs general administrative tasks including, filing, coordinating events, managing schedules and calendar invitations, and handling mail distribution.
• Prepares, maintains, and organizes documents, meeting agendas, reports, and electronic files, including Board materials and departmental records.
• Maintains departmental databases, spreadsheets, checklists, and tracking systems. 
• Processes and pays monthly departmental invoices with a high degree of accuracy, ensuring proper general ledger coding, cost allocation, and compliance with accounting policies. 
• Extracts, analyzes, and reconciles data from systems such as Prologue and other internal platforms.
• Coordinates travel arrangements and logistics for assigned leaders.
• Partners across organizational boundaries to support cross-functional administrative initiatives and ensure smooth operations.
• Maintains strict confidentiality when handling sensitive, private, or proprietary information.
• Manages and reconciles expense reports on behalf of assigned leaders.
• Provides comprehensive executive support, including communication flow, information preparation, data analysis, and representing the CMO in interactions with internal and external stakeholders. 
• Completes vendor management documentation requirements (Nvendor) for the Marketing department in a timely and accurate manner.

Requirements

Requirements:

• Bachelor's degree preferred, with a major in business administration, communications, marketing, or a related field.
• A minimum of 5 years of administrative experience, including administrative support and event planning/coordination. Proven experience working in a fast-paced environment while providing superior service level. 
• Experience in accounting concepts is strongly preferred, including familiarity with accounting systems, financial reporting tools.  
• Ability to extract and manipulate data from multiple systems: CRM Management Tool like Salesforce. Content & Asset Management Systems, like SharePoint.
• Strong organization, time management, project management, attention to detail, and problem-solving skills.
• Proven experience working in a fast-paced environment while providing superior service level.  Ability to act quickly from one task to another, seamlessly and professionally. Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment with limited supervision.  
• Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.  Ability to proofread and data validation.  Ability to identify business issues and coordinate an appropriate response with the key stakeholders.  

Pay for this position:

The base pay range for this role is: $27 - $34 / hourly.

Equal Opportunity Employer – Veteran / Disabled

Drug-Free Workplace.

Perks:

Our Team Members enjoy the following rewards and benefits:

• Competitive pay
• Subsidized health care including medical, dental and vision
• FSA and HSA
• Company-Paid Life and A&D insurance
• Discounts on loans (must be a member)
• Paid Vacation, Holiday, and Sick time
• 401k Retirement Saving Plan with a 6% safe harbor employer match
• Educational Assistance Program and more

Equal Opportunity Employer – Veteran / Disabled

Drug-Free Workplace