• Administrative Assistant

    Job Locations US-CO-Wheat Ridge
    Posted Date 2 weeks ago(11/5/2018 10:55 AM)
    Job ID
    # of Openings
    Marketing & Development
    Jefferson Center
  • Overview



    Provides general administrative support to Marketing team at Jefferson Center. Works closely with department staff to ensure that department projects are coordinated and completed on time. 


    • Provides direct administrative support to the Marketing Department such as scheduling, filing, photocopying, scanning, drafting meeting minutes, preparing reports, screening and routing telephone calls, incoming mail, and publications, handles details of a confidential nature, drafts correspondence as requested.
    • Schedules meetings and handles arrangements for internal and community meetings. This includes notifying and reminding attendees, ordering lunch if needed, set up for meeting and clean up afterwards.
    • Proofreads copy as needed.
    • Maintains marketing inventory by checking, tracking and replenishing as needed.
    • Researches, develops and maintains vendor relationships for printing, signage, promotional items and other marketing initiatives.
    • Orders printing and tracks fulfillment of brochures, flyers and other marketing materials; ensures quality of these orders.
    • Assumes responsibility for the organization of marketing department resources including the marketing closet, marketing files, copy area and other common work and storage areas.
    • Manages online listings of Jefferson Center locations for various websites.
    • Posts classes, press releases and events to local websites.
    • Organizes the Center’s participation in resource fairs.
    • Coordinates distribution of marketing materials through resource fair fulfillment requests, mailings and interoffice distribution.
    • Purchase advertising space as part of marketing plan; logs and tracks advertising initiatives.
    • Assists with activities related to coordination of special events as assigned.
    • Assists Marketing Coordinator with Center calendar project; communicates with client artists; tracks submissions and artwork inventory.
    • Conducts internet research as directed.
    • Drafts purchase orders and records in excel spreadsheet; tracks department budget and reconciles with department GL.
    • Maintains and reconciles marketing department petty cash.
    • Compiles and sends public information packets to community members upon request.
    • Maintains an effective interpersonal relation with consumers, peers, subordinates, upper management, visitors and the general public.
    • Effectively responds within a maximum of a 24-hour time frame to internal and external customer phone calls, email and other requests; initiates and maintains positive interactions


    Other Duties:

    • Serves as a backup for others in the department as requested.
    • Works cooperatively with other community agencies, as appropriate, and in agreement with supervisor.
    • Exhibits enthusiasm, courtesy, adaptability, flexibility and spirit of cooperation in the work environment.
    • Maintains effective interpersonal relations with consumers, peers, subordinates, upper management, visitors and the general public.
    • Demonstrates a willingness and ability to work nights and weekends as necessary.
    • Must have reliable transportation to attend meetings and events.
    • Must be able to lift up to 25 lbs without assistance.
    • Other duties/projects as assigned.



    Note:  Employees are held accountable for all duties of this job.  This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.


    • Relevant Education: High School degree or equivalent with some advanced related education preferred.
    • Required Work Experience: Previous experience in administrative support of a department.
    • Technical Skills and Knowledge: Strong proficiency and comfort with computer technology, including basics of Word, Power Point, and Excel.
    • Must possess excellent communication skills coupled with a professional attitude and demeanor in dealing with others.
    • Ability to work independently and complete multiple projects in a timely manner a necessity.
    • Must provide excellent customer service to internal and external customers.
    • Ability to maintain confidentiality, accuracy, dependability, and initiative required.
    • Requires a flexible, positive, and highly organized individual.


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