Senior Administrative Assistant, Marketing - American Public University System in Manassas Virginia

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American Public University System

Manassas, Virginia

United States

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Detailed Job Description

Synopsis of Role:

The Senior Administrative Assistant, Marketing coordinates the operations of the marketing department and ensures that the vision of the executive vice president (EVP), marketing and vice president (VP), marketing is effectively implemented. The responsibilities of this role includes scheduling coordination for the EVP and VP of marketing; managing the flow of information to and from marketing leadership and triaging and coordinating matters requiring the attention of the EVP and/or VP of marketing. This position also ensures that matters requiring action or approval by the VP or designee are acted upon in a timely manner. The operations manager, marketing proactively manages varied office tasks such as mailing, preparing documents and presentations, coordinating calendars, planning events, and works as a liaison with the IT and facilities teams to implement needs for managing the office. A high level of trust and confidentiality is expected of this role.

Essential Functions:

• Manages calendar and logistics for training, development, and cross-organization shadowing program.

• Attends project and team meetings; facilitates agenda, takes notes, submits communications and follows up with attendees as appropriate.

• Plans and executes projects and team meetings, including: agenda creation, taking minutes, and ongoing communication with attendees as necessary.

• Tracks expenses and audits invoices.

• Manages calendar and logistics for training, development, and cross-organization shadowing program.

• Manages day-to-day operational aspects and scope of projects.

• Collects, prepares, and distributes appropriate briefing materials.

• Reviews deliverables prepared by team and presents to marketing and/or corporate leadership.

• Ensures project documents are complete, current, and stored appropriately.

• Performs continuous quality control monitoring and maintains up-to-date and accurate documentation for all issues and solutions.

• Plans, organizes, supervises, and coordinates internal and external events for the marketing department.

• Manages travel planning and preparation for the marketing team.

• Maintains knowledge of the most current Human Resources (HR) policies regarding hiring, benefits, relocation, etc.

• Interacts on behalf of the Marketing leadership with American Public University System (APUS) staff, students, faculty, colleagues, board members, regulators, partners, customers, consultants, vendors and the general public.

• Uses appropriate discretion when communicating with others; especially regarding proprietary information, confidential information, disciplinary matters, and student concerns.

• Plans and coordinates in person and virtual meetings and training events, including; researching venues, negotiating and managing contracts, drafting agendas, coordinating with presenters, and arranging catering for attendees in multiple time zones.

• Manages marketing leadership’s calendars, contacts, e-mails, and other Outlook functions.

• Prepares reconciliation of credit card expenses and expense reimbursements.

• Copies and binds documents for meeting presentations; coordinates special projects for the marketing department.

• Compiles and edits communications and presentations.

• Organizes special projects, such as interviews, campus visits, departmental moves, and other office-related tasks.

• Tracks and supports ordering and stocking of essential office supplies, business cards, stationery and other marketing materials; maintains inventory of all supplies.

• Monitors, modifies, and orders APUS, American Military University (AMU), and American Public University (APU) stationery through vendor; navigates and trains others on the fully automated system, tracks budgeting/costs, creates and shares on-screen proofs, offers exceptional customer service, and quick turnaround.

• Administers and facilitates employee recognition program.

• Performs other duties as assigned.

Work Environment and Physical Demands:

• Standard office environment in Manassas, VA.

• Travel to Charles Town, WV campus occasionally required.

• Travel to other locations for APUS-related events required.

• Availability to check e-mails and messages after regular business hours, and handle urgent matters as needed.

• Ability to perform light physical tasks, such as rearranging meeting rooms and, setting up and clearing catering for meetings required.


Required Skills:

• Superior verbal and written communication skills.

• Ability to maintain confidentiality regarding sensitive information.

• Strong attention to detail and ability to work effectively under tight deadlines.

• Ability to demonstrate initiative.

• Ability to work effectively with EVP of marketing, and VP of marketing, and marketing team in the office and remotely.

• Ability to multi-task and prioritize workload.

• Affinity for creative problem-solving.

• Ability to adjust quickly to the culture of the organization and understand the core operations and outreach of the marketing team.

• Ability to work effectively with a diverse, Global team.

• Ability to conduct work with strong personal and professional ethics and integrity.

• Ability to maintain an organized working environment.

• Ability to work independently and as part of a team.

• Advanced proficiency with Microsoft Office: Word, PowerPoint, Outlook, Excel, and Visio.

• Ability to interact successfully with staff, domestic and international partners, guests of the department, and the general public.

• Problem-solving and decision-making abilities; ability to make independent decisions based on rational judgment and analysis.

Required Experience:

• Bachelor’s degree strongly preferred.

• Minimum of five (5) years of professional office experience required.

• Prior experience in an academic environment preferred.

• Comprehensive knowledge of the organization and mission of a large online University preferred.

Keyword Phrases

  • Marketing Administration
  • Senior Administrative Assistant, Marketing
  • Embracing and creating diverse learning environs
  • Superior and relevant distance learning programs
  • Online education supports a community of learners
  • Program Administrators and Coordinators
  • Public Relations, Marketing and Communications
Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: See Job Description
Level of Job: Other
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter