Administrative and Marketing Assistant

Works in a professional environment while managing the day-to-day operations and workflow for the company president. Knowledgeable in managerial skills assisting in an administrative authority in compiling, planning, monitoring, and executing various tasks that are required to be done within a scheduled duration. 

Job Summary

  • Assist Principal Scientist with day-to-day operations to organize and navigate daily events, meetings and tasks•  

  • Triage incoming email, monitor, review and file emails

  • Ensure the Principal meets deadlines, responds to email requests and well prepared for meetings

  • Coordinate travel, draft emails and other documents

  • Edit correspondence, reports, and presentations

  • Answer and transfer calls to the appropriate staff member providing quality customer service

  • Provide effective note taking

  • Plan, organize and schedule the president’s meetings/appointments using Outlook or Project Management program

  • Review and file documents

  • Track deliverables, schedules and client requests

  • Associate incoming client inquiries with the proper project

  • Communicate effectively & enthusiastically with clients

  • Work closely and supportively with field and office staff

  • Run various errands

  • Assist and fill-in for other administrative staff as needed

  • Design visual concepts using graphic design tools

  • Update company website as needed

  • Create basic marketing material

  • Completes projects by coordinating with outside agencies, art services, printers, etc.

Essential Duties


Minimum Required Qualifications 

  • High School Diploma, GED, Office Support Certification or Associates degree in business administration

  • At least 5 to 10 years in general office management and graphic design and/or marketing experience

  • Excellent computer skills in MS Office suite, graphics programs 

  • Attention to detail and record keeping is an essential requirement of this position. Proficient MS Office programs.  Must be familiar with the internet browsing, group messaging and e-mail programs. Requires decision-making power, social and leadership skills and the ability to solve problems. Collaborate with co-workers, management, direct reports and in some cases customers. Requires excellent organizational and communication skills. 

  • Good oral communication, listening skills and time management. Must be an initiator in taking responsibilities and pay close attention to details. Be able to listen and communicate effectively, to deal with people of diverse backgrounds. Able to organize files and processes in a busy environment. 

Non-Essential Duties

  • Occasionally assist with equipment purchase and banking correspondence

  • Support other departments and field personnel and assist office staff when needed

Physical Requirements/Work Environment

  • Office environment, working up to 8 hours per day.  Sitting, standing, walking, squatting and lifting up to 30 lbs.  

  • Able to multi-task and effective mental ability to sort and conclude various problems in fast working environment. 

To Apply

Email the following documents to

  • Cover Letter

  • Resume

  • List of References

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