Administrative/Marketing Assistant

Getty Publications

Los Angeles, CA

This position is responsible for providing a variety of administrative duties to the Publisher, as well as providing general assistance and support to the Sales and Marketing Department.

Major Job Responsibilities

  • Organizes and expedites flow of work through the Publisher’s office and in the department as a whole.
  • Maintains calendar for Publisher, which includes scheduling meetings and accepting/declining commitments on his/her behalf. Assists in the scheduling of meetings for other staff in the department as needed.
  • Makes travel arrangements, creates travel authorizations and submits expense reports for Publisher, Sales and Marketing staff, and other Getty Publications staff.
  • Composes business correspondence, reports, confidential documents and/or forms, and related materials and/or guides the work of other staff that produces these materials.
  • Drafts text, edits and proofreads marketing materials, including fliers, press releases and sales catalogues.
  • Assists in the administration of contracts. Drafts purchase orders, requisitions, and agreements with partners, vendors, freelancers, and outside institutions. Coordinates invoice payment and tracking.
  • Assists with management of social media accounts, including planning, content generation, implementation and analysis.
  • Assists with organization and logistics for book fairs, conferences, and other professional meetings.
  • Serves as resource to others on departmental policies and procedures and in the resolution of problems or issues. Provides guidance and direction to staff and/or external consultants.
  • Monitors Getty Publications general email accounts and responds to inquiries or requests for information.
  • Coordinates department functions including staff meetings, special events and team-building activities. Makes arrangements with external vendors for sites, facilities and catering as needed.
  • Assists in preparation of budget materials. Tracks and monitors budget expenditures, provides projections and reports on variances.
  • Coordinates allocation and distribution of complimentary copies of all Getty Publications.
  • Attends management meetings and records minutes.
  • Maintains and updates Getty Publications database.
  • Provides other general support as needed.

 

Qualifications

  • High school diploma/GED; Bachelor’s degree preferred
  • Minimum 3-4 years related experience
  • Proficient computer skills and demonstrated experience with office software and email applications
  • Demonstrated ability to follow through and complete assigned tasks
  • Strong verbal and written communication skills
  • Excellent customer service/interpersonal skills
  • Ability to prioritize and multi-task

For additional information about this position or to apply, please visit: https://jobs-getty.icims.com/jobs/3254/administrative-marketing-assistant%2c-getty-publications/job

 

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