Administrative Assistant

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Description

Description:

The Marketing Administrative Assistant provides vital support to the marketing and outreach team by coordinating day-to-day administrative, clerical, and creative tasks. This position helps ensure that marketing campaigns, events, communications, and data tracking run smoothly and efficiently. The ideal candidate is highly organized, detail-oriented, and eager to contribute to a fast-paced, growing healthcare organization

• Assist with scheduling meetings, preparing agendas, and taking meeting notes for the marketing team.
• Maintain and organize marketing files, sponsorship contracts, and office outreach lists.
• Track invoices, process purchase orders, and assist with vendor communications.
• Manage calendars, coordinate travel arrangements, and handle correspondence as needed.
• Support the execution of marketing campaigns, including print, email, and digital initiatives.
• Keep inventory and order collateral as needed per department
• Assist in creating, proofreading, and distributing marketing materials (flyers, newsletters, event invitations, etc.).
• Maintain and update spreadsheets related to office visits, dentist relations, and sponsorship opportunities.
• Assist in the planning and execution of Continuing Education (CE) events, community outreach programs, and sponsorship initiatives.
• Assist in the creation, execution, and delivery of community outreach materials and events.
• Track RSVPs, prepare event materials, and coordinate logistics with vendors and venues.
• Help set up and attend marketing events when needed to represent the brand
• Maintain accurate and up-to-date contact databases (dentists, partners, sponsors, etc.).
• Prepare reports on marketing metrics, event attendance, and outreach efforts.
• Assist with email campaigns, surveys, and follow-ups to measure marketing effectiveness.
• Maintain and update databases with updated referral sources and location information
• Prepare and mail out materials as needed
• Maintain DR email clean, tracked, and updated
• Maintain and update division budget
• Other responsibilities as they arise
  
  

Requirements

In person Monday-Friday 9AM-5PM

Sample Schedule of Admin Assistant.

Monday

• Input referral sources from Teams channel
• Send out any RP and/or team member requests
• Inventory of DR closet and order placing.
• Secure email updates
  
  

Tuesday

• Pull Reports from Ortho 2
• Run Individual Referral Analysis
• Send out Missing sources based on report ran
  
  

Wednesday

• Community efforts
• Invoices
• Making bins
• DR meetings
• Delivering bins
  
  

Thursday

• Community continuation
• Input referral sources from teams channel
• Respond to the channel request.
• Clean up the IRA and respond to the coordinator's comments, imputing territories, and missing info.
  
  

Friday

• Send out discrepant sources
• Send Dental relation TY cards