Project Assistant—Marketing

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The Project Assistant is responsible for assisting with daily operations within the marketing department, including but not limited to processing invoices and scheduling meetings. They are primarily responsible for grant and budget tracking, ordering/stocking marketing materials throughout multiple association buildings, maintaining the internal ticketing system and providing general support, as needed. As part of the Essential Functions for this role, the Project Assistant:

· Monitors invoice processing, credit card reporting and purchasing for Marketing & Events Department

· Manages internal budget tracking for Marketing & Events; Assists Project Coordinator with tracking grant marketing lines

· Manages and responds to Marketing and Events requests received via internal Help Desk Ticketing System

· Manages website inquiries and forwards to appropriate parties

· Builds and maintains relationships with sales representatives and vendors

· Maintains inventory supplies and placement of marketing materials throughout Association locations, including magazines/publications and promotional handouts

· Assists with scheduling meetings and booking appropriate meeting spaces

· Prepares, types, and collates correspondence; Updates and maintains department file archives, documentation, and contact lists

Qualified Candidate will have Associate’s degree and two (2) years of professional experience in administrative or financial support role or an equivalent combination of education and experience. Experience with Microsoft Excel (Intermediate to advanced level proficiency) required. Experience with Content Management Systems and/or Project Management (preferred). Candidate must be able to communicate clearly and professionally in writing and verbally (in person and via phone), have accurate typing and editing/proofreading skills, and proficiency with MS Office software (Outlook, Word and Excel). Candidate must demonstrate excellent organizational and time management skills, sound judgment in decision-making, keen attention to detail, and be able to work independently. Ability to multitask and attention to detail very important. Sensitivity to HIV/AIDS and lifestyle issues is essential.

Job Type: Full-time

Required education: Associate’s

Required experience: Experience working in administrative or financial support role (2 years)

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