We're Hiring! Administrative Assistant

Administrative Assistant

Overview:

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.

Responsibilities Include:

  • 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 

  • Organizing expenses

  • Record and report all monthly client reports

  • Light filing

Qualifications:

  • 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.