Assistant to the Vice President & Chief Communications and Marketing Officer

About the Role

This position provides administrative support to the Vice President & Chief Communications and Marketing Officer, Executive Director, and division staff.

Responsibilities

• Performs a wide range of general administrative support functions as directed.
• Maintains the budget and tracks expenses throughout the year, including compiling budget information for marketing, technology, travel, supplies, and equipment.
• Processes all procurement orders and purchase orders for advertising, printing, supplies, and equipment in collaboration with the Director of Operations.
• Processes travel requests and travel reimbursements for the division.
• Retrieves, processes, and distributes daily incoming and outgoing mail.
• Coordinates and implements the distribution of marketing materials.
• Orders promotional items, supplies, and equipment; obtains quotes or develops formal bid requests when needed.
• Drafts and prepares routine correspondence, reports, and informational materials.
• Assists with research, annual reporting, and updates to policies and procedures.
• Independently manages the calendars for the Vice President and Executive Director of Communications and Marketing; schedules and participates in meetings as directed; records minutes of meetings and distributes as needed.
• Assists with event planning and serves as the office liaison for staff events, press conferences, high-profile visits, and awards ceremonies.

Qualifications

• Associate degree in Office Administration, Business Administration, Communications, or a related field.
• Three years of experience in an administrative support role or in communications/marketing.
• Experience supporting senior management.
• Or an equivalent combination of education and experience.

Preferred Qualifications

• Bachelor's degree in Office Administration, Business Administration, or related field.
• Experience working with a purchasing system such as the NC Procurement System.
• Budgeting and/or accounting experience.

Skills

• Attention to detail and ability to prioritize among competing priorities.
• Ability to take direction from multiple team members and pivot when necessary.
• Strong project management skills, self-motivation, and strategic mindset.
• Ability to manage complex calendars strategically.
• Flexibility and independence in a dynamic, creative environment.
• Demonstrated problem-solving skills and ability to troubleshoot issues proactively.
• Ability to maintain strict confidentiality.
• Professional representation of the Communications Division in all communications.
• Excellent oral, written, and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to work with a high degree of accuracy in a fast-paced environment.
• Advanced skills in MS Office products, particularly Word, PowerPoint, and Excel.