Administrative Assistant

Job Title

To coordinate all Marketing and Client Engagement projects and assist with the development of processes and timelines for HCDE divisions, provide administrative assistant support within the division as well as process and maintain budget.

Qualifications

Education/Certification:

• High school diploma or GED certificate, some college preferred

Special Knowledge/Skills:

• Ability to type a minimum of 50 words per minute
• Proficient use of computer (PC and MAC) and applications including Microsoft Office (Word, Excel, Power Point and Outlook), Adobe Suite (InDesign, Photoshop)
• Proficient use of the English language, both oral and written
• Effective/efficient interpersonal, communication and problem-solving skills
• Accurate and precise with numerical information
• Ability to multi-task projects
• Ability to acquire additional software and/or programming skills as necessary for website content editing, online form builder, customer relationship management and mass notification systems
• Demonstrated proficiency in AP Style and editing
• Proficiency in Spanish communication preferred but not required

Experience:

• Three years, or the equivalent, in related job experience

Major Responsibilities and Duties

• Help coordinate and prepare for meetings and other special events.
• Assemble HCDE information packets for special events, exhibits and/or marketing opportunities.
• Participate in training activities appropriate to job functions.
• Assist director of client engagement with key departmentwide projects.
• Maintain good public relations with department personnel and the public.
• Develop marketing timelines and processes that can be implemented throughout HCDE.
• Create PowerPoint presentations specific to assigned projects.
• Perform general secretarial duties, including filing, organizing routine work activities, setting appointments and maintaining division calendar.
• Process and maintain budget, including records of all accounts payable requisitions, Purchase Orders, and P-card purchases for Marketing and Client Engagement.
• Prepare contracts and supporting documentation.
• Coordinate and process purchases for supplies, conference registrations and travel.
• Format excel spreadsheets for CRM database; handle database cleanup, prepare mailing labels using mail merge function; and assist in creating data tables and charts.
• Maintain confidentiality of information.
• Maintain the HCDE conference exhibit calendar
• Perform other duties as assigned.