We are an award-winning public relations and digital marketing company that is looking for a detail-oriented administrative assistant. In this role, the administrative assistant will act as the right hand to the Management overseeing day-to-day tasks as well as big picture items while ensuring excellent customer service to the clients. The administrative assistant must be detail-oriented, extremely well-organized, have great industry contacts, work well with the team and be able to manage multiple projects at the same time. This person must understand that the personal and professional life of the Management can sometimes be viewed as one due to the entrepreneurial nature of the brand. On occasion, there may be the opportunity to attend events and speaking engagements alongside Management on an as-needed basis, capturing the event with pictures for social media and marketing purposes.
Understanding the overall business strategy and looking for processes to make things excel while running smoothly
Proofread all letters and communications including monthly client reports
Maintain contact lists including researching new prospects
Coordinate weekly internal team meetings sending out agenda prior to and notes after
Social media support and creating layouts
Updating and maintaining media lists
Scheduling meetings, appointments, calls and travel for the Management
Uphold strict level of confidentiality
Accurately reporting beauty and industry news in a timely fashion with real-time updates.
Meeting and tradeshow preparation - ensuring the appropriate materials are prepared and provided to the Management in a timely fashion before meetings. When necessary, prepare and review agenda with Management before scheduled meetings. Prepare follow up upon conclusion of the meeting including follow up with all key contacts made
Aid in the facilitation of in-house meetings. Take notes and follow up when necessary
Ordering and maintaining office and marketing supplies
Record and report all monthly client reports
Proficiency in Microsoft Excel, Outlook, PowerPoint and Word and the Internet are essential
Skilled at using general office equipment, including phones, faxes, copiers, scanners, and printers
Excellent writing and speaking ability and experience writing professional memos, preparing correspondence, and taking notes
Possess Customer Service skills that include communicating regular status to clients, superiors, and peers
Handles complex problems effectively
Efficient with office organization and maintenance
Please email your resume and cover letter for consideration.