Assistant, Admin/Events Coord for Marketing/Communications

POSITION SUMMARY

The Administrative Assistant/Events Coordinator provides high-level administrative support to the marketing and communications department and prepares for and attends events. The Administrative Assistant must be able to work confidentially and independently while carrying out numerous assignments as a liaison with internal clients and departments as well as patients, valued partners, and the community. The Administrative Assistant will coordinate monthly newsletter to our external audience, will coordinate our weekly executive level email blast, and plan, implement, and attend events assigned to support marketing and communications and enterprise functions.

REPORTING RELATIONSHIPS

This position reports to the Executive Director of Marketing.

ESSENTIAL JOB DUTIES and FUNCTIONS

While living and demonstrating our Core Values, the Administrative Assistant/Events Coordinator will:

• Perform clerical/administrative duties such as managing and prioritizing email, scheduling appointments, assisting with budget tracking, invoices, reconciliation of programs, contracts, permits, and all team briefings/debriefings.
• Create, maintain, and update mailing lists for the Annual Report, Alumni Magazine, and other publications.
• Draft official business correspondence.
• Ensure effective time management by prioritizing projects and meetings.
• Be an ambassador for the mission of the organization.
• Cross-train with the other Administrative Assistants to provide back up at any time.  
• Assist in the development, preparation and delivery of reports, newsletters, publications, speeches, and presentations to employees, patients, business groups, and the community.
• Builds the TWC brand through effective planning and execution of events by utilizing branded merchandise, such as tents, table cloths, brochures, etc., to ensure a strong visual presence.
• Research vendors and make selections based on their creativity, quality, and cost
• Book venues, schedule guests, draft and finalize contracts, and lock down day-of logistics, within budget
• Develop content for event materials and work with graphic designer to produce deliverables, such as flyers, brochures, newsletters, e-mail blasts, signage, etc.
• Manage inventory of brochures and communicate low supplies to executive director and/or director of creative services
• Hire personnel as needed across all functions of an event (ex: registration, setup, catering, audio/visual)
• Handle all logistical elements and day-to-day administration of events and programs, including order placements, vendor monitoring, travel planning, attendee participation, registration counts, RSVP tracking, and issues resolution
• Recommends and implements procedures for smooth functioning of special events.
• Works with Finance and Legal to review contracts and agreements. Proactively monitors payment for various events. Creates financial reports and ensures that event expenses are charged to the appropriate budgets.
• Serves on the graduation committee and serves as a key participant in the planning and execution of the annual event

OTHER FUNCTIONS AND RESPONSIBILITIES

• Excellent verbal and written communication and organization skills
• Detail oriented, with strong analytical, organizational and time management skills
• Excellent interpersonal, written, and verbal communication skills
• Patience to work through the creative process and drive to create positive outcomes 
• Excellent computer skills, as well as proficiency with Google platform, Microsoft Word, Excel, and Power Point are required
• Willingness to work a flexible schedule
• High level of professionalism and confidentiality required at all times
• Attend and oversee the planning and execution of events 
• Uphold the company’s mission and vision with every event
• Own every aspect of an event, from venue choice to success metrics
• Keep budgets and timelines under control at all times
• Demonstrates decisiveness when needed and embodies grace under press
• Thrives on collaboration, problem solving, and accomplishing shared goals in a team environment
• Proven ability to work in a rigorous, fast-moving environment
• Able to work independently, requiring little direction and/or management
• Duties as assigned

REQUIRED QUALIFICATION:

• Bachelor’s degree preferred
• Four years related experience and/or training, or equivalent combination of education and experience.
• Excellent professional skills and be detail oriented.  
• Strong analytical, organizational, and time management skills.
• Excellent interpersonal, written, and verbal communication skills.
• Patience to work through the creative process and drive to create positive outcomes. 
• Excellent computer skills, as well as proficiency with Google platform, Microsoft Word, Excel, and Power Point are required.
• Willingness to work a flexible schedule.
• High level of professionalism and confidentiality required at all times.