Job Summary:

We are seeking a highly organized, professional, and detail-oriented Administrative Coordinator to serve as the central hub of our Brand Marketing Department. This role requires a candidate who thrives under high-pressure situations, excels at multitasking, and possesses exceptional communication and interpersonal skills. The Administrative Coordinator will support various aspects of our marketing efforts, including budget management, data reporting, meeting coordination, administrative tasks, and more.

Essential Duties and Responsibilities:

• Manage credit card reconciliation, check requests, and invoicing processes.
• Maintain budgetary information across multiple lines of business within the marketing department.
• Prepare accurate and detailed data reports on a weekly and monthly basis.
• Schedule and coordinate complex meetings with multiple participants, ensuring timely delivery of meeting materials.
• Compile and organize information to create well-structured meeting agendas; take thorough meeting minutes.
• Handle media trafficking, ordering, and other logistics for marketing initiatives.
• Create visually appealing charts, graphs, PowerPoint presentations, and other materials as needed.
• Assist in arranging travel accommodations, including generating itineraries.
• Provide administrative support, including composing, editing, and proofreading documents for the brand marketing team.
• Assist Marketing Manager(s) with reputation management tools, responding to comments and concerns from customers and/or patients.
• Offer exceptional customer service and support to clinicians, staff, visitors, and external partners.
• Maintain both paper and electronic filing systems, ensuring easy access and retrieval of important documents.
• Coordinate and order refreshments/meals for division events and meetings.
• Undertake general administrative and clerical tasks, as well as special projects assigned by the Marketing Manager.
• Collaborate closely with the Chief Brand Officer and all departmental staff to ensure cohesive brand messaging and execution.

Qualifications:

Minimum Qualifications (Education and Experience):

• Bachelor’s degree in business, marketing, or a related field (or equivalent work experience).
• Proven experience in credit card reconciliation, budget management, and financial reporting.
• Familiarity with health care industry practices is a plus (but not required).
• Experience in coordinating and scheduling complex meetings and events.
• Previous experience in administrative support roles is preferred.

Knowledge, Skills and Abilities:

• Highly proficient in creating and delivering data-driven reports, presentations, and visual materials.
• Excellent organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Strong written and verbal communication skills, including editing and proofreading abilities.
• Proficiency in Microsoft Office Suite, especially Excel, PowerPoint, and Word.
• Ability to remain composed and professional under high-pressure situations.
• Exceptional attention to detail and accuracy.
• Demonstrated ability to provide outstanding customer service and support.
• Strong problem-solving skills and the ability to adapt to changing circumstances.
• Expertise in managing electronic and paper filing systems.