Newfields
Executive Assistant to the VP of Marketing and Communication
Newfields, Indianapolis, Indiana, us, 46262
Executive Support:
Manage the VP of Marketing and External Affairs' calendar, scheduling meetings, appointments, and travel arrangements. Plans, coordinates and ensures schedules are followed and respected.
Serves as administrative support for all Marketing meetings, including but not limited to, strategy meetings, and team meetings. This includes preparing reports and producing agendas in conjunction with key team members. Handle incoming and outgoing correspondence, including emails and phone calls.
Maintain accurate and up-to-date records and files.
Provide project support to the VP of Marketing and External Affairs and Directors of Marketing and Communications.
Communicates directly, and on behalf of department leadership with all internal and external individuals including: the public, employees, donors, Boards, visitors, callers, etc.
Provides a bridge for smooth communication with internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
Serves as the administrative liaison to the Marketing Committee. Provides meticulous project management by:
Managing key deliverables to keep committee work on track and on time.
Calendaring meetings in conjunction with key stakeholders.
Assisting in the preparation of materials for meetings.
Building and managing committee work on OnBoard.
Recording, transcribing and circulating minutes.
Maintaining committee records.
Institutional Support:
Supports institution-wide initiatives as needed in both lead and supporting roles.
Serves on various committees as assigned.
Manage incoming work requests, including intake, gathering all necessary project information, and reviewing with the design team in weekly meetings.
Perform other duties as assigned.
Financial Management:
Assist with marketing budget and expense tracking.
Helps to facilitate the procurement and contract process for all Marketing and Communications team members.
Reconcile credit card statements and process expense reimbursements.
Lead responsibility for departmental contract routing and execution.
Handles all reimbursements, purchase orders, and check requests on behalf of Marketing and Communications department.
Prepare and submit invoices and purchase orders, assuring all vendors are paid within 30 days of invoice receipt.
To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REQUIRED SKILLS
Proficient in Microsoft Office Suite including but not limited to Outlook, Teams, Word, Excel and PowerPoint.
Budget management and financial payment processing.
Strong technical skills for a variety of formats including digital and print.
Demonstrated flexibility to adjust to rapidly changing requirements and schedules, and at times act on own initiative.
Works collaboratively with peers and other departments to continuously improve quality and performance.
A keen eye for design and attention to detail.
Excellent verbal and written communication skills.
EDUCATION AND/OR EXPERIENCE
Bachelor's degree required.
Strong work tenure: 5 to 10 years of experience supporting executives, preferably in a non-profit organization, or equivalent.
Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.
Experience working with donors and Board members a plus.
Experience serving as an administrative support for senior level staff
Interest in Marketing and Communications preferred
Physical Demands of Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.
Manage the VP of Marketing and External Affairs' calendar, scheduling meetings, appointments, and travel arrangements. Plans, coordinates and ensures schedules are followed and respected.
Serves as administrative support for all Marketing meetings, including but not limited to, strategy meetings, and team meetings. This includes preparing reports and producing agendas in conjunction with key team members. Handle incoming and outgoing correspondence, including emails and phone calls.
Maintain accurate and up-to-date records and files.
Provide project support to the VP of Marketing and External Affairs and Directors of Marketing and Communications.
Communicates directly, and on behalf of department leadership with all internal and external individuals including: the public, employees, donors, Boards, visitors, callers, etc.
Provides a bridge for smooth communication with internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
Serves as the administrative liaison to the Marketing Committee. Provides meticulous project management by:
Managing key deliverables to keep committee work on track and on time.
Calendaring meetings in conjunction with key stakeholders.
Assisting in the preparation of materials for meetings.
Building and managing committee work on OnBoard.
Recording, transcribing and circulating minutes.
Maintaining committee records.
Institutional Support:
Supports institution-wide initiatives as needed in both lead and supporting roles.
Serves on various committees as assigned.
Manage incoming work requests, including intake, gathering all necessary project information, and reviewing with the design team in weekly meetings.
Perform other duties as assigned.
Financial Management:
Assist with marketing budget and expense tracking.
Helps to facilitate the procurement and contract process for all Marketing and Communications team members.
Reconcile credit card statements and process expense reimbursements.
Lead responsibility for departmental contract routing and execution.
Handles all reimbursements, purchase orders, and check requests on behalf of Marketing and Communications department.
Prepare and submit invoices and purchase orders, assuring all vendors are paid within 30 days of invoice receipt.
To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REQUIRED SKILLS
Proficient in Microsoft Office Suite including but not limited to Outlook, Teams, Word, Excel and PowerPoint.
Budget management and financial payment processing.
Strong technical skills for a variety of formats including digital and print.
Demonstrated flexibility to adjust to rapidly changing requirements and schedules, and at times act on own initiative.
Works collaboratively with peers and other departments to continuously improve quality and performance.
A keen eye for design and attention to detail.
Excellent verbal and written communication skills.
EDUCATION AND/OR EXPERIENCE
Bachelor's degree required.
Strong work tenure: 5 to 10 years of experience supporting executives, preferably in a non-profit organization, or equivalent.
Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.
Experience working with donors and Board members a plus.
Experience serving as an administrative support for senior level staff
Interest in Marketing and Communications preferred
Physical Demands of Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.