Assistant to Vice President & Chief Communications and Marketing Officer

Pay Grade:
Assistant 10

This position provides administrative support to the Vice President & Chief Communications and Marketing Officer, executive director and division staff. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

• Performs a wide range of general administrative support functions as directed
• Maintains the budget and tracks expenses throughout the year – including compiling budget information for marketing, technology, travel, supplies and equipment
• Processes all procurement orders and purchase orders for advertising, printing, supplies and equipment in collaboration with the Director of Operations
• Processes travel requests and travel reimbursements for the division
• Retrieves, processes, and distributes daily incoming and outgoing mail
• Coordinates and implements distribution of marketing materials
• Orders promotional items, supplies, and equipment; obtaining quotes or developing formal bid requests when needed
• Drafts and prepares routine correspondence, reports and informational materials
• Assists with research, annual reporting, and updates to policies and procedures
• Independently manages the calendars for the Vice President and Executive Director of communications and marketing; schedules and participates in meetings as directed; records minutes of meetings and distributes as needed
• Assists with event planning and serves as the office liaison for staff events, press conferences, high-profile visits, and awards ceremonies

• Attention to detail and the ability to focus on task at hand and prioritize amongst competing priorities
• Ability to take direction from multiple team members and prioritize tasks accordingly with the keen ability to pivot when necessary
• Ability to handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
• Ability to ask thoughtful questions, offering constructive feedback and respectfully challenging ideas when needed
• Ability to manage projects end to end, be self-motivated, and maintain a strategic mindset including thinking ahead
• Strong ability to strategically manage complex calendars
• Ability to be flexible and work independently in a dynamic, creative environment
• Demonstrated problem solving skills including the ability to think logically and troubleshoot issues before they arise
• Ability to maintain strict confidentiality at all times
• Ability to represent the Communications Division professionally on the phone, via email, and in person
• Excellent oral, written and verbal communication skills
• Excellent customer service and interpersonal skills
• Ability to work with a high degree of accuracy in a fast-paced office environment
• Strong time management skills with demonstrated ability to multi-task and set priorities
• Advanced skills in MS Office products, particularly with spreadsheets, word processing, and presentation software including MS Word, PowerPoint, and Excel

• Associate degree in Office Administration, Business Administration, Communications, or a related field
• Three years of experience in an administrative support role or in communications/marketing
• Experience supporting senior management
• Or an equivalent combination of education and experience

• Bachelor's degree in Office Administration, Business Administration or related field
• Experience working with a purchasing system such as the NC Procurement System
• Budgeting and/or accounting experience