Administrative Assistant

The Administrative Assistant - Marketing, works closely with the Office Manager, Administrative Assistant and
the overall Business Unit with the main focus to administratively support the Marketing team. The Marketing
Administrative Assistant is responsible for a wide variety of duties, while representing and maintaining the BU
both internally and externally, interfacing with staff at all levels with the highest level of professionalism and in
a manner that reflects positively on the organization. Attend to sensitive matters with a high level of
confidentiality and discretion while fostering positive relations with customers and co-workers. Though this
role reports to the Office Manager, there will be significant collaboration with the Marketing Team and the
Senior Marketing Director for Canada (and/or those whom she delegates) in coordination with the Office
Manager.

**Essential Job Functions**:

- This position will report to and support the Office Manager while mainly fulfilling other duties pertaining to the
Marketing Department, at the direction of the Office Manager. Duties and responsibilities will be several and
diversified in nature.
Some specific responsibilities will include (but are not limited to):

- Creation of Marketing check requests, obtaining and tracking approvals and ultimately submitting for
payment. This will involve creation of new vendors to the MEC system from time to time.
- Concur entries and submissions for 2 corporate cards (Hotels and Fights) only as they pertain to Marketing
- This includes preparation and collection of necessary back up documentation and approvals
- Filling out and submitting Hotel Credit Card Authorization forms for Marketing, following a specific process
- File Maintenance
- Ensure CEM and Marketing warehouse maintenance (of Marketing assets/inventory/cleanliness)-this only
involves reaching out to Marketing should these items be unkept in the warehouse.
- Marketing Support
- Hotel Credit Card Authorizations (for Marketing), ensuring folios are received and shared with Office Mgr
and Administrative Assistant
- Hotel Agreements: preparation for approvals, obtaining approvals and signatures to full execution for the
Marketing Department with support from the Office Manager/Administrative Assistant
- Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and
providing information and/or referring to the appropriate staff.
- Prepare in Word, Excel, PowerPoint: agendas, reports, special projects and other documents in support of
departmental operations and objectives as they pertain to Marketing
- Working with Administrative Assistant for device needs (phones and tablets) of Marketing Department to
ensure continuity
- Involvement in Internal Order Number requests as they pertain to the Marketing Department and
communication of same to Administrative Assistant and Office Manager to ensure continuity.
- Involvement with Marketing Budgets as directed by the Senior Marketing Director for Canada.
- Use of SAP and possibly Aptus as decided by the Senior Marketing Director for Canada.
- Additional responsibilities as assigned.

**Position Requirements**:

- High School Diploma required. College preferred.
- Prior Administrative Assistant experience required. Minimum of two years Administrative Assistant
experience is preferred.
- Advanced Excel, PowerPoint and Word required.
- Ability to handle multiple tasks in a work environment where rapidly changing priorities can be the rule
rather than the exception.
- Outstanding attention to detail and accuracy.
- Self-starter who for learning all aspects of the business. Driven to excel, grow and is willing to step
outside of the job description.
- Excellent verbal and written communication skills with special attention to spelling and grammar.
- Superior organization and time management skills.
- Ability to function effectively as a member of a team with willingness to assist with special tasks and
projects as assigned

Salary Range: $ 20.50/hr-$24.50/hr