Marketing Assistant

Marketing Assistant 

Be appreciated for what you do, all on a beautiful campus with a family atmosphere.

The Pines at Davidson is hiring a Marketing Assistant.  The Marketing Assistant is responsible for a wide variety of activities, including responding to inquiries, scheduling tours, maintaining databases and waiting lists, processing applications and deposits, move-in preparations, assisting with marketing events, and handling general departmental administrative responsibilities such as invoices, ordering supplies, stocking supplies, and preparing and mailing marketing materials. 

Who You Are

The Marketing Assistant works closely with Sales Counselors, the Director of Sales, Marketing & Communications, other departments, vendors, prospective residents, and current residents.  This is a support position rather than a sales position. We are looking for a reliable, organized, detail-oriented individual who enjoys working with people, takes initiative, and can manage multiple priorities in a busy, collaborative environment. 

QUALIFICATIONS (Includes Education, Experience, Knowledge and Abilities, Certificate or Licensure Requirements):   

Education: 

• Bachelor's degree preferred in Marketing, Business Administration, Communications, Customer Service, or a related field; or an equivalent  

Experience: 

• A minimum of three (3) years of experience in marketing, admissions, business administration, communications, customer service, or a related field. 

Skills: 

• Strong administrative and organizational skills, with excellent attention to detail. 

• Proficiency in Microsoft Office, including Outlook, Word, and Excel. 

• Experience working with electronic records systems, or the ability to learn new systems quickly. 

• Excellent written and verbal communication skills. 

• Ability to manage multiple tasks, follow through on assignments, and meet deadlines. 

• Comfortable interacting with prospective residents and their families, team members, and outside vendors. 

• Ability to handle confidential information with discretion and professionalism. 

• Self-motivated, proactive, dependable, and comfortable working independently and collaboratively. 

• Willingness to take initiative, seek out assignments, and assist wherever needed. 

• Experience in senior living or working with older adults is preferred but not required. 

• Commitment to the mission and values of The Pines at Davidson. 

ESSENTIAL JOB FUNCTIONS: 

Prospect Communication and Administrative Support 

• Respond promptly and professionally to telephone, email, and website inquiries from prospective residents and their families. 

• Track inquiries and maintain accurate records. 

• Schedule and coordinate individual appointments, group tours, and other visits to the community. 

• Provide general information about The Pines and distribute marketing materials. 

• Assist with preparing information packets, correspondence, presentations, reports, mailings, and other departmental materials. 

• Maintain accurate information in customer relationship management (CRM) systems and other databases. 

Waiting List and Residency Administration 

• Assist with maintaining the Future Residency Program waiting list, internal transfer list, and related databases. 

• Process waiting list for applications, deposits, refunds, and related documentation. 

• Assist with residency applications and administrative paperwork. 

• Track application requirements, deadlines, and outstanding documentation. 

• Maintain accurate and confidential resident and prospect records. 

• Support the Sales Counselors with the administrative steps associated with accommodation offers, reservations and move-ins. 

• Maintain checklists and track tasks associated with upcoming move-ins and internal transfers. 

Marketing, Communications, and Events 

• Assist with planning, preparing for, and carrying out marketing events, open houses, and other community programs. 

• Represent The Pines at events. 

• Assist with the creation, editing, preparation, and distribution of marketing and communications materials. 

• Contribute ideas, content, and photography to social media and other communications. 

• Maintain inventory of marketing materials 

Departmental Operations 

• Review, organize, and process departmental invoices. 

• Order office supplies, marketing materials, and other departmental supplies. 

• Maintain organized records, files, schedules, and departmental resources. 

• Prepare reports and assist with special projects assigned. 

• Other departmental responsibilities as needed. 

PHYSICAL REQUIREMENTS (AS DETERMINED USING WORKSHEET): (Include Vision, Language, Hearing, Range of Motion, Lifting Capacity, Sitting/Standing, etc.) 

• Extended periods of sitting, walking, and standing.  

• Some driving may be required.  

• Occasionally required to lift to 10 lbs.  

• Repetitive use of hands includes simple grasping of less than 10 lbs. frequently; fine manipulation using keyboard and writing frequently. 

• Sensory requirements: Write, keyboarding, speak on phone and in person, speak to large groups, read computer monitor, hear spoken questions and comments in person, on phone and in large groups. 

• Work performed primarily indoors, with regular walking outdoors between various campus locations. 

Qualifications