Administrative and Marketing Assistant
Summary: GCVS is hiring an administrative and marketing assistant to handle routine and advanced hospital and medical director duties. Job duties include: organizing files, creating correspondence, preparing reports and documents, managing calendars to schedule appointments, sorting mail, preparing invoices, and offering general staff support. Will serve as an initial point of contact, answering phones and greeting visitors. Engage in event planning and meeting setup, and implementation. Occasionally you will make travel arrangements and generate itineraries. You will be required to interact professionally and appropriately with people from various levels, from clients to management and corporate CEOs. Marketing assistant duties include supporting the marketing manager, medical director, and hospital director on projects to maximize company profits and develop sales strategies or marketing campaigns. Employees will work closely with employees in other functions, such as advertising, market research, production, sales, and distribution.
Job Duties: The listing of job duties contained in this job description is not all-inclusive. The core duties and responsibilities of the Administrative Assistant revolve around supporting others and managing the practice’s online reputation. Duties may be added or subtracted at any time due to the needs of the organization.
Job Relationships:
- Responsible to the Hospital Director, Medical Director, and Business Development Manager
- Works closely with the entire Leadership Team and department supervisors
- All GCVS employees
Essential Functions:
- Answer phones and greet visitors
- Schedule appointments and maintain calendars
- Assist in monitoring active marketing programs and developing ways to improve those campaigns
- Schedule and coordinate staff and other meetings
- Submit ideas for marketing programs designed to enhance and grow the GCVS brand
- Collate and distribute mail
- Prepare communications, such as memos, emails, invoices, reports and other correspondence
- Write and edit documents from letters to reports and instructional documents
- Create and maintain filing systems, both electronic and physical
- Collaborate with marketing team to create innovative ways to gain exposure to clients and referring veterinary community.
- Be available as a resource for referral relationship managers who need assistance with completing large projects.
- Other reasonable duties as assigned by supervisor
Job Requirements:
- Job allows employee to vary physical position or activity for comfort
- Must be able to:
- Stand 10% or longer of an 8-hour workday
- Walk up to 50% of an 8-hour workday
- Sit 75% of an 8-hour workday
- Requires ability to lift up to 10 pounds continuously
- Requires employee to: bend, squat, kneel and reach above shoulder level frequently. Climb and twist occasionally
- Requires repetitive use of hands for simple grasping and fine manipulation
- Requires all sensory skills (speech, vision, smell, touch, and hearing) corrected to near normal range
- Environment: 1. Greater than 90% of time spent indoors. 2. Temperature and humidity norms indoor. 3. Exposure to cleaning agents
- Exposure to high-stress levels
- Exposure to electrical current
Qualifications:
- Education: High school graduate
- Experience: Administrative, Business social media and business event organization experience is necessary
- Training: Microsoft Office, business communications, and event organizing
- Highly organized and able to meet specific time deadlines for projects and tasks
- Decision-making: you will have to make independent decisions on a daily basis, addressing the best way to handle specific tasks
- Spelling, punctuation, sentence structure, and writing are essential to those who must be proficient in a variety of styles, from creative to professional to technical to education and more
- Adapts positively to the ever-changing healthcare environment by supporting technology and process changes
- Ability to empathize with others and demonstrate a values-based work style is required
- Must possess excellent listening and interpersonal skills and problem-solving methods
- Must be able to work varying hours as required
- Must have intermediate computer skills, including working knowledge of office software and cloud services