Administrative Assistant (onsite)

Vaco Staffing
Published
June 22, 2022
Location
Neptune Beach, FL
Category
Job Type

Description

  • Vaco is hiring for an Administrative Assistant in Jacksonville, Florida. This is a contract opportunity with the potential to turn permanent.

    POSITION SUMMARY:
    Reports to Vice President of Marketing. Perform routine administrative functions such as phone call screening, scheduling appointments and travel, and data entry.

    ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES:
    General Marketing and Administrative Duties
    * Organize and maintain online filing system for reports, data, and consumer marketing materials.
    * Organize and maintain departmental reporting timelines and schedules and organize meetings. Create contact reports from meetings as needed.
    * Coordinate with Marketing team when they distribute Marketing bulletins to maintain bulletin archive and bulletin log.
    * Assist with other projects in support of Marketing and Sales initiatives as needed, including fielding requests from customer service (partnership requests, donation requests, sample requests, etc.)
    * Arrange travel reservations, prepare itineraries, and expense reports.
    * Partner with consumer marketing team to track Agency of Record estimates and invoices weekly against the annual plan.
    * Ensure timely payment of all invoices by preparing and submitting payment requests.
    * Work with Accounts Payable to maintain tracking log for general expenses.

    EDUCATION AND EXPERIENCE REQUIREMENTS:
    Associates degree plus 4 years of previous administrative assistant experience preferably in a marketing department.

    SKILLS REQUIRED:
    Strong verbal and written communication skills, with ability to work effectively with other departments daily. Strong mathematical skills. A high degree of accuracy, organization, and attention to detail are essential. PC literate with a working knowledge of the Microsoft Suite.

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