Administrative Assistant - Marketing

About the role

The Administrative Assistant, under the direction of the VP of Marketing and Sales, is responsible for performing office administrative support functions in support of the day-to-day operations of the Marketing Department. The position is responsible for providing attentive, professional customer service to all customers, striving always to exceed expectations.

Responsibilities

• Screens and directs incoming mail, telephone calls, website contact forms, and all other incoming communications.
• Arranges and coordinates meetings.
• Manages and maintains the Executive's schedule: appointments, makes travel arrangements, and distributes meeting minutes.
• Assists with collecting data related to the Marketing Department's operations and Casino promotions.
• Generate, proof, and review marketing reports utilizing 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 documents for approval.
• Acts as a liaison with other departments concerning coordinating 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 various projects related to company and department goals, objectives, and procedures.
• Assists with preparing training materials and develops, assembles, and maintains a variety of project training and reference materials.
• Supports department initiatives by serving in a project support role that tracks and monitors action items and other communications.
• Review departments operating practices and procedures to determine whether improvements can be made in workflow, procedures, forms, reports, and/or expenditures.
• Organizes and maintains filing system, 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, payment and orders departmental supplies.
• All other job-related duties as assigned.

Requirements

• Education: High School diploma or equivalent. Associate's degree in Office Administration or related degree preferred.
• Experience: Minimum of 3 years of administrative office experience required.
• Certification/License: Must undergo a criminal background investigation done under the rules of the National Indian Gaming Commission.
• Native American preferred.

Skills

• Knowledge of administrative and clerical procedures required.
• Knowledge of business principles is preferred.
• Knowledge of practices and formats for development, strategic planning, and project management preferred.
• Knowledge and proficiency in organizational / flow chart, project management, and other specialty software programs preferred.
• Proficient in spelling, punctuation, and grammar.
• Must be able to use word processing, spreadsheet, and database software.
• Must have strong customer service skills.
• Must be able to analyze and interpret written documents and reports.
• Must have excellent communication skills and communicate clearly in person, in writing, by telephone, and by email.
• Must be able to prepare reports, letters, memoranda, policy and procedural drafts, and other written documents.
• Excellent organizational skills are required.
• Must be able to plan, prioritize, and manage workload to meet deadlines.
• Must be able to work extended hours when needed.
• Must be flexible and available to work various shifts, including nights, weekends, and holidays.
• Must be able to work under pressure and handle difficult situations.
• Must be able to work with minimal supervision.
• Critical thinking and decision-making skills required.
• Must maintain confidentiality and privacy.