Administrative Assistant - Marketing

About the role

Under the direction of the VP of Marketing and Sales, this position performs office administrative support functions to ensure the smooth day-to-day operations of the Marketing Department. The role emphasizes delivering attentive, professional customer service to all customers, consistently exceeding expectations.

Responsibilities

• Screens and directs incoming mail, telephone calls, website contact forms, and all other communications.
• Arranges and coordinates meetings, manages and maintains the Executive's schedule, including appointments, travel arrangements, and distribution of meeting minutes.
• Assists with collecting data related to the Marketing Department's operations and Casino promotions.
• Generates, proofs, and reviews marketing reports using casino gaming software programs.
• Prepares written reports and makes recommendations regarding the Marketing Department's organizational and administrative procedures and practices.
• Reviews and processes documents such as contracts, agreements, and other materials for approval.
• Acts as a liaison with other departments to coordinate promotional activities.
• Prepares, drafts, formats, edits, revises, and processes various documents and forms, including presentations, reports, correspondence, memos, agenda items, meeting minutes, and other specialized materials.
• Assists the VP of Marketing & Sales with developing, implementing, and training on projects related to company and department goals, objectives, and procedures.
• Assists with preparing training materials and develops, assembles, and maintains project training and reference materials.
• Supports department initiatives by serving in a project support role that tracks and monitors action items and communications.
• Reviews department operating practices and procedures to identify potential improvements in workflow, procedures, forms, reports, and expenditures.
• Organizes and maintains filing systems, retrieves documents and reference materials.
• Maintains and processes free play credit coupon requests, travel packages, and sponsorship requests.
• Records and distributes all department invoices for approval and payment, and orders departmental supplies.
• Performs all other job-related duties as assigned.

Requirements

• High School diploma or equivalent; Associate's degree in Office Administration or related field preferred.
• Minimum of 3 years of administrative office experience.
• Must undergo a criminal background investigation under the rules of the National Indian Gaming Commission.

Skills

• Knowledge of administrative and clerical procedures; business principles preferred.
• Familiarity with practices and formats for development, strategic planning, and project management preferred.
• Proficiency in organizational/flow chart, project management, and other specialty software programs preferred.
• Proficient in spelling, punctuation, and grammar.
• Strong skills in word processing, spreadsheet, and database software.
• Excellent customer service skills.
• Ability to analyze and interpret written documents and reports.
• Excellent communication skills, both verbal and written, including preparing reports, letters, memoranda, policy and procedural drafts, and other documents.
• Strong organizational skills; ability to plan, prioritize, and manage workload to meet deadlines.
• Flexibility to work extended hours, nights, weekends, and holidays as needed.
• Ability to work under pressure, handle difficult situations, and work with minimal supervision.
• Critical thinking and decision-making skills.
• Ability to maintain confidentiality and privacy.
• Native American preferred.

Physical Requirements

• Primarily sedentary position, involving sitting and lifting a maximum of 10 pounds.
• Physical factors include constant standing, walking, sitting, use of hearing, near/midrange/far vision, typing, occasional carrying/lifting, reaching, manual handling, travel, and bending.
• Working conditions include frequent exposure to air quality and occasional exposure to noise and vibration.
• Potential hazards include constant client contact, computer use, and frequent office equipment use.