Marketing Administrative Assistant

POSITION SUMMARY:

Remington & Vernick Engineers is in search of a professional, organized, and hard-working individual to join our team. This position will be responsible for providing critical administrative support to the Marketing Department. This individual must be able to multitask, work well under pressure and function as a team player. Job duties and responsibilities will include performance of general administrative and clerical duties including, but not limited to, word processing, filing, scheduling, calendaring events, coordinating meetings, answering routine correspondence, assembling information needed to respond to requests for information, handling confidential and sensitive information, and taking on special assignments as requested. This person can expect to interact with external callers and visitors, as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize workload.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position which are as follows:

• Record and monitor deadlines;
• Create meeting invites/calendar reminders for team;
• Manage schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department;
• Create, format, revise and edit documents;
• Prepare and edit letter proposals, memos, minutes, agendas, and other documentation as requested;
• Provide administrative support including copying, scanning, mailing, printing, and faxing;
• Maintain office equipment and supplies;
• Assist with obtaining executed contracts from clients and vendors;
• Track/Request new and updated Certificates of Insurance;
• Assist with annual qualifications and prequalifications renewal process;
• Become proficient in Deltek VantagePoint CRM;
• Maintain documents in Deltek PIM and our department network;
• Communicate with various departments regarding marketing documents;
• Draft written, phone or emailed responses to requests for information;
• Establish and maintain effective, cooperative working relationships with coworkers and clients.

COMPETENCIES:

• Technical Capacity;
• Personal Effectiveness/Credibility;
• Thoroughness;
• Collaboration Skills;
• Communication Proficiency;
• Flexibility;
• Ability to accept feedback; and
• Stress Management/Composure.

KNOWLEDGE, SKILLS and ABILITIES:

• Ability to complete work on schedule with extreme accuracy, confidentiality and detail;
• High degree of self-motivation and independent decision making;
• Solid organizational skills with ability to prioritize tasks and manage time;
• Excellent interpersonal skills;
• Excellent communication skills (written and verbal);
• Ability to work in a fast-paced environment;
• Possess understanding and functional knowledge of marketing and general business;
• Proficient systems knowledge: Microsoft Office (Outlook, Excel, Word, Teams), Zoom, Adobe; and
• Internal Software knowledge a plus: Deltek Vantagepoint, Deltek PIM.

SUPERVISORY RESPONSIBILITY:

This position has no supervisory responsibilities.

EDUCATION/EXPERIENCE:

High school diploma

1-3 years of administrative experience

CERTIFICATIONS/LICENSES REQUIRED

Valid Driver’s License

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Work requires frequent and prolonged computer use. The position requires the ability to sit, stand, file, lift and carry files up to 25 pounds.

EEO STATEMENT:

This company is an Equal Opportunity Employer. We invite resumes from all qualified, interested parties, regardless of race, gender, national origin, religion, sexual orientation, disability, age, or any other protected classification under national or local law.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. We are an At Will employer.