NO AGENCY CALLS PLEASE

SUMMARY

The primary purpose for the Marketing Coordinator/Admin Assistant is to support two                            groups – Marketing & Licensing with direction from the VP of Marketing and the VP of Licensing.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Regular attendance is an essential.

• Administrative/Communications Management:  responsibility for phone, fax, and interoffice communication within the departments.  Assisting the two Vice presidents in all functions related to corporate communications, outgoing letters and official documents for licensees & distributors, and being the primary interface for both departments as well as being the main contact point in either of the VP’s absences.  Acts as a liaison with other departments and outside agencies, including high-level staff.  Handles confidential and non-routine information.

• Marketing Support:  Provides marketing support to department (media planning, tradeshow planning, and calendar management).  Attends marketing meetings every week, maintains marketing folders, and coordinates with Creative group for marketing materials.

• Project Coordination:  Coordinates and leads special projects as assigned by the VP of Marketing and the VP of Licensing.  Works independently and within the team on special, non-recuriing, and ongoing projects.  Researches topics as assigned.  Coordinates and tracks projects, processes, and activities as assigned.

• Budget:  Track all budgets against plan; liaison with vendors to expedite PO’s and invoices.  Coordinate with accounting personnel to manage monthly budget items and unplanned expenditures.  Pull budget reports as needed for licensing and marketing teams.

• Presentation Support:  Assist team with preparation, coordination and delivery of presentations (printing/binding).  Types and designs correspondence and presentations for the Vice Presidents to include charts, tables, graphs, business manuals, etc.

• Conference Call/Meeting Coordination:  Coordinate all facility schedules, agenda preparation for conference calls and meetings to include Outlook booking and monthly financial packets.  Also, prepares and distributes the minutes.

• Traffic Management:  Tracking the flow of projects through the Marketing creative process to all departments.  Also, timeline scheduling and follow through to assure that all deadlines are met.

• Filing/Office Documents:  Responsible for filing and archival documents for both departments to include; filing key documentation in licensee folders every week

• Ordering office supplies:  tracking and ordering

• Travel and Expense Reports:  Coordination of travel and preparation of all documents for travel, including travel pre-authorization approvals and international trip preparation (passports, visas, documentation) for both departments. 

• Sample Requests:  for Licensing department, licensees, and distributors

• Monthly Highlights:  Distribute monthly Licensing and Marketing highlights for both departments; deadline is 15^th on the following month.

• Time/Attendance Log: for both departments
  
  

SUPERVISORY RESPONSIBILITIES

• None

QUALIFICATIONS 

• Advanced proficiency in all MS Office suite programs including Word, Excel, Project and Powerpoint.

• Very strong project management and problem solving skills

• Expertise managing calendars and event scheduling

• Proficiency at multi-task assignments and prioritization

• Proficiency at budgetary and payment tracking assignments.

• Solid written and oral communication skills

• Ability to maintain the highest level of confidentiality in performing functions of the job and handling sensitive material concerning the organization

• Strong analytical skills

• Must be able to demonstrate independent decision-making and self-initiative

• Strong experience working with cross-organizational teams and the ability to work effectively and cooperatively with customers, suppliers, outside agencies, executives, managers, and employees.

• Openness of continuing learning and upgrading of skills

• Mature, professional attitude and appearance

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree in Business, Communications or Liberal Arts

• Minimum of 2 years experience supporting a marketing and/or licensing department(s) within a corporate environment; prefer 3-5 years experience.

LANGUAGE SKILLS

• None; preference for Spanish language skills

MATHEMATICAL SKILLS

• Basic math skills

CERTIFICATES, LICENSES, REGISTRATIONS

• None

PHYSICAL DEMANDS 

• Occasionally pick up boxes/cartons for Marketing purposes (up to 20 lbs)

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.