Mediabistro
Executive Assistant to Vice President of Marketing and Communications
Mediabistro, Little Rock, Arkansas, United States, 72208
Overview
Executive Administrative Support Job Objective: To provide executive-level administrative support to the Vice President of Marketing & Communications of the Little Rock Convention & Visitor's Bureau (LRCVB). Essential Responsibilities Provides executive-level administrative support to the Vice President of Marketing & Communications by drafting and typing various correspondence, confidential materials, and narrative and statistical reports related to the Marketing & Communications Division.
Answers a multi-line telephone and routes callers to the appropriate personnel; answers questions and provides information to callers and visitors regarding local tourism, LRCVB facility events, and general information; directs callers to appropriate personnel; serves as backup phone operator as needed.
Serves as the marketing liaison between all other LRCVB departments for projects requiring marketing and communications support.
Maintains the management of all projects by utilizing LRCVB project management tools and ensures projects are kept on schedule.
Maintains the LRCVB website and database in coordination with the Database Specialist and Communications Manager.
Collects, sorts, and distributes incoming mail; drafts responses and directs mail appropriately; prepares outgoing mail, packages, and materials.
Reviews departmental policies, procedures, and work methods; recommends revisions for efficiency; implements changes upon approval.
Conducts research and assesses feasibility and opportunities to promote local, regional, and national interests aligned with long-range strategic planning.
Coordinates departmental special projects as assigned.
Conducts research, compiles information, and prepares various narrative and statistical reports; compiles reports, researches, and organizes marketing data to support planning, strategy, and reporting for the Vice President of Marketing & Communications.
Prepares purchase requisitions, purchase orders, and financial transactions; reviews for budget and policy compliance; reconciles monthly credit card statements.
Reviews and processes event contracts and payments; monitors invoice status and ensures appropriate billing or refunds.
Makes travel arrangements and processes related documentation for payment.
Schedules meetings and maintains the appointment calendar for the Vice President of Marketing & Communications.
Maintains the primary department schedule; tracks staff vacations, conferences, and other absences.
Assists the Vice President by monitoring special assignments and follow-ups; highlights non-routine matters.
Serves on committees and represents the Vice President at meetings and events; provides follow-up as needed.
Schedules departmental meetings; secures rooms, catering, and materials; takes and distributes meeting minutes; serves as backup to the Senior Executive Assistant to the President & CEO for Advertising and Promotion Commission meetings.
Maintains standard operating procedures for the Marketing & Communications division.
Establishes and maintains confidential files and records of departmental activities and correspondence.
Assigns, prioritizes, and monitors the work of assigned personnel.
Reviews event schedules and coordinates banner installation and removal.
Assists with LRCVB-sponsored events as assigned.
Collects and distributes mail to appropriate personnel; prepares outgoing mail.
Assists with marketing collateral fulfillment including brochures and promotional materials.
Interacts positively and responsively with clients, event attendees, and the public.
Operates a computer with database, spreadsheet, and word processing software in the performance of essential job functions.
Operates an automobile in the performance of essential job functions.
Minimum Qualifications & Additional Requirements Two (2) years of college coursework in Business Administration, Public Administration, or a related area; four (4) years of demonstrated administrative support to a high-level executive (e.g., CEO, COO, President, CFO) or related area; two (2) years of demonstrated proficiency in using a computer with spreadsheet experience. Equivalent combinations of education and experience will be considered.
Must possess a valid Arkansas Class D (Non-Commercial Vehicle) Driver's License before employment and maintain licensure for the duration of employment in this position.
Must show proof of valid automobile insurance before being approved to drive any LRCVB vehicle.
Must be available to work evenings, weekends, and holidays as required.
Job ID: AR0018367
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Executive Administrative Support Job Objective: To provide executive-level administrative support to the Vice President of Marketing & Communications of the Little Rock Convention & Visitor's Bureau (LRCVB). Essential Responsibilities Provides executive-level administrative support to the Vice President of Marketing & Communications by drafting and typing various correspondence, confidential materials, and narrative and statistical reports related to the Marketing & Communications Division.
Answers a multi-line telephone and routes callers to the appropriate personnel; answers questions and provides information to callers and visitors regarding local tourism, LRCVB facility events, and general information; directs callers to appropriate personnel; serves as backup phone operator as needed.
Serves as the marketing liaison between all other LRCVB departments for projects requiring marketing and communications support.
Maintains the management of all projects by utilizing LRCVB project management tools and ensures projects are kept on schedule.
Maintains the LRCVB website and database in coordination with the Database Specialist and Communications Manager.
Collects, sorts, and distributes incoming mail; drafts responses and directs mail appropriately; prepares outgoing mail, packages, and materials.
Reviews departmental policies, procedures, and work methods; recommends revisions for efficiency; implements changes upon approval.
Conducts research and assesses feasibility and opportunities to promote local, regional, and national interests aligned with long-range strategic planning.
Coordinates departmental special projects as assigned.
Conducts research, compiles information, and prepares various narrative and statistical reports; compiles reports, researches, and organizes marketing data to support planning, strategy, and reporting for the Vice President of Marketing & Communications.
Prepares purchase requisitions, purchase orders, and financial transactions; reviews for budget and policy compliance; reconciles monthly credit card statements.
Reviews and processes event contracts and payments; monitors invoice status and ensures appropriate billing or refunds.
Makes travel arrangements and processes related documentation for payment.
Schedules meetings and maintains the appointment calendar for the Vice President of Marketing & Communications.
Maintains the primary department schedule; tracks staff vacations, conferences, and other absences.
Assists the Vice President by monitoring special assignments and follow-ups; highlights non-routine matters.
Serves on committees and represents the Vice President at meetings and events; provides follow-up as needed.
Schedules departmental meetings; secures rooms, catering, and materials; takes and distributes meeting minutes; serves as backup to the Senior Executive Assistant to the President & CEO for Advertising and Promotion Commission meetings.
Maintains standard operating procedures for the Marketing & Communications division.
Establishes and maintains confidential files and records of departmental activities and correspondence.
Assigns, prioritizes, and monitors the work of assigned personnel.
Reviews event schedules and coordinates banner installation and removal.
Assists with LRCVB-sponsored events as assigned.
Collects and distributes mail to appropriate personnel; prepares outgoing mail.
Assists with marketing collateral fulfillment including brochures and promotional materials.
Interacts positively and responsively with clients, event attendees, and the public.
Operates a computer with database, spreadsheet, and word processing software in the performance of essential job functions.
Operates an automobile in the performance of essential job functions.
Minimum Qualifications & Additional Requirements Two (2) years of college coursework in Business Administration, Public Administration, or a related area; four (4) years of demonstrated administrative support to a high-level executive (e.g., CEO, COO, President, CFO) or related area; two (2) years of demonstrated proficiency in using a computer with spreadsheet experience. Equivalent combinations of education and experience will be considered.
Must possess a valid Arkansas Class D (Non-Commercial Vehicle) Driver's License before employment and maintain licensure for the duration of employment in this position.
Must show proof of valid automobile insurance before being approved to drive any LRCVB vehicle.
Must be available to work evenings, weekends, and holidays as required.
Job ID: AR0018367
#J-18808-Ljbffr