Administrative Assistant, Advancement Marketing

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Job Summary
Reporting to the Executive Director (ED), Advancement Communications, Marketing, Events & Donor Relations, with functional accountability to the Manager, Advancement Communications and Marketing, the Administrative Assistant, Advancement Communications, Marketing, Events & Donor Relations contributes to the smooth and efficient functioning of the office, providing an advanced level of organizational, administrative and secretarial support for the Department of Advancement Communications, Marketing, Events and Donor Relations, and for coordinating the day-to-day administrative services for the Executive Director.

The Administrative Assistant serves as a main point of contact for inquiries to the office and works collaboratively to share expertise with colleagues in executing their marketing and communications objectives. The incumbent performs a variety of administrative duties with prompt, error-free results in support of the planning, coordination, and execution of the Executive Director’s objectives, as well as those of the Department, for the Office of Advancement. As such, this position requires a customer-focused individual with sound judgment and good people skills, who enjoys working with others and thrives on a wide variety of detail-oriented administrative work requiring a high level of attention to detail. This position also has direct responsibility for the handling, storage, management, and disposal of highly sensitive and confidential strategic and human resource (HR) materials such as calendars, meeting materials, performance evaluations and confidential employee files.
**Job Description**:
**DUTIES AND RESPONSIBILITIES**:

- Plans and maintains the ED’s schedule with a view to prioritizing meetings; rearranges and defers meetings as required when urgent matters arise; refers requests when needed; coordinates and prepares ED briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc.; prepares and circulates agendas, minutes and background materials; books guests, rooms and equipment; attends meetings to record minutes and transcribe; maintains an effective bring forward system.

Coordinates and collects content within project timelines for the ALTogether Now Newsletter, Alumni Newsletter, the Queen’s Alumni Review, the Queen’s News Centre and other communications tools.
- Assists in the coordination of social media tactics and monitors alumni social media activity.
- Produces reports for online alumni communications channels using e-communication platforms, Radian 6 tracking tools, Google analytics, and other online media tracking tools as required.
- Updates the marketing and communications matrix with a thorough understanding of the Smartsheet software as part of implementation of integrated marketing and communications plans.
- Under the direction of the Executive Director, enters timelines and critical paths for the execution of departmental plans and initiatives in the project management tool.
- Schedules interviews, focus groups, meetings, photo and video shoots.
- Places advertising and monitors and updates paid media schedules.
- Maintains a competitor analysis and archives electronic and hard copy data of other campaign materials to allow for efficient retrieval of data.
- Provides administrative support to the Executive Director and the Advancement Communications and Marketing team, including coordinating departmental meetings and special departmental projects; scheduling meetings; tracking project status and action items; arranging travel and accommodations in compliance university policies and procedures; preparing correspondence for approval and signature; developing multimedia presentations; filing contact reports as requested on the alumni database (Advance); word processing and document formatting.
- Maintains confidential files containing sensitive materials related to organizational strategic plans; operational funding initiatives, alumni/donor sensitive correspondence, and personnel files including hiring materials, employment contracts, and all other employee-specific confidential HR documents.
- Performs financial and accounting duties as needed in support of the department, such as assisting with budget preparation, preparing cheque requisitions and travel expenses, journal entries, purchase orders, monitoring and reconciling accounts and VISA statements.
- Maintains the Office of Advancement webpages. Updates and writes online draft content for va