Administrative assistant & marketing assistant job description

The Administrative Assistant is responsible for providing a high level of professionalism and confidentiality in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful, and efficient.

Administrative Support—Performs complex administrative duties, including coordinating resources across corporate functions. Composes routine correspondence with internal and external contacts.

Executive Calendar Management—Manage multiple Outlook Calendars. Interaction with both internal and external executives and assistants, as well as consultants and vendor partners. Coordination of a variety of complex executive meetings. Must be able to use best judgment to prioritize the executive’s time based on greatest need. Travel scheduling for multiple executives, logistics manipulation, and problem-solving.

Time Management—Conserves executive’s time by reading, researching, and routing correspondence; drafting internal and external correspondence; collecting and analyzing information; initiating telecommunications. Ability to multi-task and meet changing deadlines.

Document preparation and record management, including processing expense reports and invoices; handling mail, faxes and copying as needed; maintaining department phone and email distribution lists; maintaining department organizational charts and properly storing legal agreements.

Event Coordinating—Plan functions as requested, including negotiation with outside vendors for services.
Project Management—Lead multiple projects simultaneously; utilize exceptional follow-up skills. Communications—Expert level oral and written communication skills. Ability to communicate vertically and laterally within the organization at all levels. Interact with clients, vendors, and visitors professionally. Coordinating and scheduling small and large scale meeting and conference call logistics. Attends meetings when assigned and reports on actions. Oversee and ensure adequate supplies for department. Completes all arrangements for new departmental employees (schedules new employee orientation, secures technical assets such as computer and mobile phone, and Code of Conduct sessions, etc.). Performs special projects and tasks as assigned to support department priorities, utilizing exceptional follow-up skills. Complete other duties as assigned




Ability to handle confidential information appropriately. Proficient at Microsoft Word, Excel, Outlook and Power Point. High degree of flexibility required. Good interpersonal skills. Good organizational skills. Ability to multi-task and work independently with minimal supervision. Detail oriented. Ability to effectively communicate. Ability to work and participate in a team environment within and across departments. Demonstrate service oriented mindset. Some overtime may be required.
Required licenses, certificates, specific skills, personal traits, e.g., RN, CPA, able to type 90 wpm, detail orientation.

We are looking for a self-motivated, master multi-tasker with excellent communication skills and an upbeat attitude to serve as the backbone for the office. Candidates should be able to assist management and all visitors to the company by overseeing office functions and tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations, coordinating marketing efforts, and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative and Marketing Assistant, candidates should be professional, polite, and attentive while also being accurate with a keen attention to detail. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly - have a genuine desire to meet the needs of others.
Responsibilities
• Ensure the smooth running of the office by maintaining office organization, appearance and functionality.
• Maintain polite and professional demeanor in person, as well as via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, utilizing Microsoft Office to prepare documents/reports/invoices/presentations, etc.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Assist in planning and organizing office meetings to include managing the conference room calendar, ordering catering, setting up and breaking down supplies as needed.
• Receive, sort, distribute and prepare incoming and outgoing mail and packages daily.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Assist business development efforts with preparation and packaging of proposals and marketing materials.
• Assist with marketing related research, population of e-mail templated design and other projects, and project tracking.
• Receive and distribute Marketing invoices.
• Other office related projects as directed.
Qualifications
• High school diploma or equivalent; college degree preferred
• Proficient in MS Office (MS Excel and MS Outlook, in particular)
• Attention to detail and problem-solving skills
• Desire to be proactive and create a positive experience for others

Make your next move an expert one.
At Colliers it's not our success that sets us apart, it's how we achieve it. Our people are passionate, take ownership and always do what's right for our clients, people and communities.

Why Colliers?
Our enterprising environment needs your expertise to facilitate Colliers' continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

Who you are Are you looking for a role where you are a key player in the overall teams success through your marketing, administrative and client support? Your experience includes delivering excellent customer service in a fast-paced environment to internal and external clients. You have experience in a marketing support services role, with the ability to deliver high quality reports and presentations. Are you looking for a role to develop your career in commercial real estate? We want you!
You're highly organized and have a keen eye for details, ensuring a high standard of quality in everything you do. You bring a customer service-oriented attitude who thrives in a deadline-driven and fast-paced environment. You're flexible and love variety in your work. You thrive in an environment where no two days are the same. You also love to learn, collaborate and exchange ideas with others to achieve amazing results.
What you bring• At least 2-3 years of marketing/administrative support services experience in commercial real estate or related professional services industry.• Proficient in intermediate functions including MS Word, Excel, Powerpoint.• Proficiency with Adobe InDesign.• Excellent communications skills, both oral and written.• Excellent organizational and prioritization skills.

Bonus skills and experience• Commercial real estate experience What success looks like• You have strong planning and organizational skills and are highly effective at prioritizing tasks to see them through to completion. • You will process executed lease/amendment paperwork, create vouchers, collect pertinent documentation, sending tenant/property eblasts, create market surveys, print tour books, schedule tenant tours, etc.• You bring experience in creating/ formatting proposals, presentations, correspondence, RFP's using MS Word, Excel and PowerPoint.• You are confident in your ability to support a team of commercial real estate brokers through preparing/updating sales reports, database management, creating marketing reports, preparing content for pitches/ presentations and more.• You have experience with project management and execution of marketing collateral, you bring a knowledge of marketing campaigns and innovative solutions to your clients. • You are confident in your ability to create/ prepare content for proposals through conducting research, preparing surveys, comparative analysis, lease documents, etc. #LI-PR1

Make your next move an expert one and join us as we lead the industry into the future.
Direct applicants only please, no agencies.
Colliers provides equal employment opportunity to all persons. No employee or applicant for employment will be discriminated against because of race, creed, origin, marital status, sexual orientation, age, otherwise qualified disabled or veteran status or any other characteristic protected by law.