Administrative Assistant II

About the role

ECC's Marketing & Communications team is looking for an organized, dependable Administrative Assistant II to keep daily operations on track. From coordinating vendors to supporting campus initiatives, your work will help shape how ECC connects with its community.

Responsibilities

• Provides administrative support to the division, including creating requisitions, initiating contracts, submitting orders for office supplies and other divisional needs, putting in work orders, and collaborating with external vendors to order branded promotional items.
• Serves as a liaison for billing inquiries and support requests, manages the vendor list, and requests quotes from vendors.
• Supports billing preparation and dissemination for graphic design, promotional items, and translation requests.
• Assists the Executive Assistant with monthly p-card reconciliation, including receipt collection and proper billing codes.
• Maintains the vendor list, coordinates delivery of promotional items, and manages the distribution of marketing materials.
• Manages promotional items requests through a form system and coordinates delivery.
• Manages the distribution of marketing materials.
• Utilizes job tracking software and digital tools to monitor projects, generate reports, and assist administrators as needed.
• Offers on-site assistance during events, including attendee registration, resolving technical issues, and ensuring activities run smoothly.
• Prepares and arranges event materials, such as invitations, promotional items, signage, and programs.
• Aids in coordinating pre-event logistics, including venue bookings, catering, and technology needs.
• Aids in managing the inventory of promotional items, including maintaining the inventory, updating the spreadsheet, and responding to and answering item requests.

Requirements

• High school diploma required; associate degree in business administration, marketing, communications, or related field preferred, or comparable work experience.
• Strong knowledge of office practices and administrative procedures.
• Ability to maintain organized systems and manage multiple tasks efficiently.
• Experience with CRM systems, SAAS management tools, and Microsoft Office Suite.
• Knowledge of processing invoices and requisitions is a plus.
• Excellent interpersonal and communication skills, with the ability to professionally interact with staff, stakeholders, and the public.
• At least 2 years in an administrative, customer service, or office support role, with a preference for experience in marketing or communications.
• Ability to handle unexpected issues with a proactive, solution-oriented approach.

Qualifications

• N/A

Skills

• N/A

Benefits

• Medical, Dental, Vision Insurance
• Life and Long-Term Disability Insurance
• Flexible Spending Account (FSA, DCA, Commuter)
• Retail Plans (Pension, 457b, 403b)
• Time Off with Pay
• Professional Development/Expense
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Sick Banks

Pay

This is a Full-Time Support Staff position at grade 10, with an annual salary range of $35,912 to $43,479. The salary offer will be based on education and experience, in alignment with the College’s compensation philosophy and the current Collective Bargaining Agreement (CBA), if applicable.

Schedule

Work Schedule: Monday - Friday 8AM - 5PM