The Administrative Assistant, Marketing provides full-time administrative support to the Chief Marketing Officer (CMO) including daily calendar management, submittal of expense reports, meeting coordination, and route phone calls appropriately. In addition to supporting the CMO, they will also provide general administrative support to department directors, assist with other departmental projects, and respond to or appropriately direct ad hoc requests. This position requires a high-level of interpersonal communication, analytical, and organizational skills, with the ability to undertake multiple projects simultaneously.
This position is based in the Alzheimer’s Association’s Home Office in downtown Chicago, IL and reports to the Chief Marketing Officer.
- Manages CMO’s calendar; creates a daily agenda and provides supporting documents for all meetings
- Scheduling requested meetings in a timely manner and providing participants with all relevant materials and information in advance; makes all necessary arrangements including reserving meeting room(s), providing guest list to reception, ordering food & beverage, and setting up dial-in number or WebEx link, etc.
- Answers, scans and routes all internal and external phone calls for CMO
- Prepares and submits CMO expense reports via online SDOL monthly
- Reviews directors’ expense reports for VP’s signature
- Coordinates travel arrangements as needed, including preparing travel itinerary for CMO, ensuring that all aspects of the trip are accounted for (e.g. flight info, hotel accommodation, car or taxi info, meeting schedule and locations, contact numbers, etc.)
- Performs and maintains departmental filing system
- Provides administrative support to directors as needed
- Performs other duties as needed
- 5 years of experience supporting C- and Director-level leadership and managing daily office operations
- Ability to develop and maintain relationships with internal and external constituencies and communicate with people at all levels of the Association
- Excellent verbal, written, and organizational skills to communicate clearly and concisely in person, by phone or email
- Demonstrated multi-tasking, problem-solving, and prioritization skills to handle multiple projects simultaneously while adapting to changing needs and schedules in a fast-paced environment
- Must be detail-oriented and able to review documents for content
- Proficient with Microsoft Office Suite (e.g. Excel, Word, PowerPoint) and Google mail systems with the ability learn new software quickly
- Ability to type 55 WPM
- Possess or be able to develop a general knowledge of database management manipulation
- Ability to work independently and collaboratively to meet deadlines
- Experience with coordinating departmental budgets and perform mathematical calculations as needed
- Possess the ability to bend, stoop, lift, and transport up to 20lbs