Marketing Administrative Assistant

Advancement & Marketing Administrative Assistant

Supervisor: Executive Director of Advancement and Marketing

The Advancement and Marketing Administrative Assistant facilitates the efficient operation of the Advancement, Marketing, Enrollment & Alumni operations of Incarnate Word Academy by providing help and support with day-to-day tasks; answer inquiries and coordinate new family tours and applicant interviews, ensuring the office is organized and tasks are completed. The ideal candidate will possess strong interpersonal and organizational skills, a technical aptitude, business process acumen, attention to detail and sound project management skills.

• Respond to inquiries and set up tours and interviews for new families
• Provide support to advancement, enrollment, alumni, and marketing personnel
• Welcome visitors to the building
• Generate documents, letters, and written correspondence
• Proofread information, review for deficiencies or errors
• Retrieve, update, maintain information in databases and electronic files
• Assist with special projects that require large amounts of coordination
• Answer and transfer phone calls
• Communicate and coordinate with stakeholders
• Respond to and resolve administrative inquiries and questions
• Inventory and maintain office supplies; operate, and coordinate maintenance of office equipment
• Help plan, coordinate, and execute events
• Pick up campus mail and deliveries; run errands
• Inventory and maintain all promotional and event materials
• Organize and maintain materials and supplies in storage rooms
• Take notes during meetings
• Help schedule meetings between teams and departments
• Assist with other tasks as needed

• Excellent knowledge of Microsoft Office and Google Workspace
• Basic understanding of databases
• Good command of English both oral and written and customer service skills
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to work independently
• Ability to quickly shift from one project to another, and maintain accuracy

• Some college. Degree preferred.
• One to three years of experience in an administrative role.