Executive Secretary - Marketing Department

Position Overview: To provide administrative support to the Directors in the Marketing Department. Assignments may require the use of independent judgment.



Essential Functions:
Collect and collate data and prepare special reports as required. Leverage use of information systems (and appropriate software - Word, Excel, Access, PowerPoint, etc.) to prepare material for analysis and presentation.
Distribute and manage department mail flow, reports, and correspondence - prepare memoranda and other materials for staff and business meetings, sort and distribute mail and other incoming materials, distribute meeting notes and weekly business reports, etc.
Provide phone coverage - answer inquiries made via telephone and provide information in accordance with organization policy, screen calls, take and relay message to the appropriate person or groups along with background information when applicable.
Perform specialized duties/tasks which may be unique to the needs of the department or the executive staff, including but not limited to, planning/coordinating special meetings and events.
Compose and/or assist in the composition of correspondence as necessary.
Provide administrative support as appropriate - maintain appointment and meeting calendars and ensure personnel are informed of schedules, set up and maintain files and records which may contain confidential information in a neat and orderly fashion, process expense reports and payment of invoices.
Coordinate travel plans including airline, hotel, ground transportation and other travel necessities, prepare trip folders with appropriate documents and itineraries. To the degree possible, anticipate common travel challenges such as weather and when they occur, coordinate resolution.
Work with other assistants (inside or outside department) as required for special projects and events, as well as ensuring full phone coverage during working hours and to provide coverage for administrative team vacations and other absences.
Perform other duties as required or assigned which are reasonably within the scope of the activities enumerated above.
Maintain a high level of confidentiality in all information.
Flexibility to support periodic time-sensitive business needs outside the scope of a standard working day or week.


Job Requirements


Education:

High School Diploma required.



Knowledge/Skills and Experience:
Proficiency in being able to effectively and tactfully communicate, both orally and written.
Demonstrates proficiency with Word, Excel, PowerPoint, Access, etc.
Five years office experience or appropriate related experience.
The ability to coordinate multiple projects with deadlines and changing priorities. Flexible and able to multi-task
Must maintain composure and a positive attitude in the face of pressure.
Be professional in all dealings with customers, vendors, and other ARAMARK employees.