Administrative Assistant Job Description

Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.

Event Planner Job Description

Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends.

The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.

Main Job Tasks and Responsibilities

  • answer, screen and transfer inbound phone calls
  • receive and direct visitors and clients
  • general clerical duties including photocopying, fax and mailing
  • maintain electronic and hard copy filing system
  • retrieve documents from filing system
  • handle requests for information and data
  • resolve administrative problems and inquiries
  • prepare written responses to routine enquiries
  • prepare and modify documents including correspondence, reports, drafts, memos and emails
  • schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
  • prepare agendas for meetings and prepare schedules
  • record, compile, transcribe and distribute minutes of meetings
  • open, sort and distribute incoming correspondence
  • maintain office supply inventories
  • coordinate maintenance of office equipment
  • coordinate and maintain records for staff, telephones, parking and petty cash


Education and Experience

  • computer skills and knowledge of relevant software
  • knowledge of operation of standard office equipment.
  • knowledge of clerical and administrative procedures and systems such as filing and record keeping
  • knowledge of principles and practices of basic office management

Key Competencies

  • communication skills – written and verbal
  • planning and organizing
  • prioritizing
  • problem assessment and problem solving
  • information gathering and information monitoring
  • attention to detail and accuracy
  • flexibility
  • adaptability
  • customer service orientation
  • teamwork

Event Planning and Production

  • To take care of all logistics and maintain optimal efficiency of the event from the reception to different set ups within the event.
  • Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.). Serve as liaison with vendors and sponsors, charities and other subcontractors on event-related matters.
  • Ensure timely execution of necessary time sensitive incidences within the event.
  • Implementation of Strategies to ensure proper energy flow of the event for the guests after assessment how different situations will affect guests and their overall event experience.
  • Consistent Assessment of factors that would reduce or increase the probability of success or efficiency of the event and make recommendations to resolve possible foreseeable issues.
  • Ensure proper risk management procedures and requirements are implemented.
  • To provide support in any other aspects of the event including assisting of implemented promotional strategies.
  • Gather information, Conduct research, make site visits, and find necessary resources for a successful event.
  • Create and revise room layouts for each event.
  • Assist with managing on-site production and clean up for events as necessary.
  • Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
  • Close out all events as required.

Event Administration:

  • Assist with preparing budgets and provide periodic progress reports to staff directors for each event project.
  • Keep track of event finances including check requests, invoicing, and reporting.
  • Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
  • Prepare and modify event contracts as requested

Qualifications:

  • Excellent communication skills, including writing, proof reading skills, and speaking.
  • Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
  • Excellent interpersonal skills both in person and by phone, with high professionalism.
  • Ability to accomplish projects with little supervision.
  • Fantastic customer service ethic and high expectations for quality.
  • Bachelor’s degree preferred; significant work experience can substitute for the degree.
  • At least 3 years’ experience with office administrative management.
  • At least 1 year experience coordinating special events.
  • Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Human Resources Coordinator Job Profile and Description

HR Coordinator’s job entails providing guidance, support, and coordination in the consistent and effective application of policies, procedures, and practices of Human Resources department. The main responsibility of HR coordinator is to assist in every aspect of human resources by responding to any mail queries of employee, updating, filing spreadsheets, reference checking, invoicing, and issuing of letters and contracts.

Promotions Manager Job Description

Responsible for supervising promotions programs. Combines advertising with promotional deals to entice consumers and clients to buy products.

Duties and Responsibilities

  • Leading day-to-day payroll administration, including bi-weekly payroll processing, collecting timesheets, and acting as initial degree of contact for inquiries and issues related to payroll.
  • Organizing, managing, coordinating, and directing the operations and functions of personnel.
  • Coordinating and participating as a selection panel member in recruitment process, including selection, appointment process, preparing reports.
  • Conducting investigations and research into reclassification, classification and criteria advancement submissions and preparing appraisal reports of employees.
  • Identifying, reviewing, and advising on tasks related to recruitment process and employment strategies to meet human resources requirements.
  • Undertaking quality checks of selection and recruitment processes and reports; liaising with external consultant and management to ensure effective meeting of guidelines and standards.
  • Undertaking quality assurance checks and liaising with external consultants and management to ensure effective meeting of guidelines and standards.
  • Interpreting, assisting and advising employees and managers regarding cooperative agreement applications, leave management and benefit administration, and HR procedures and policies within the specified guidelines.
  • Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
  • Performing or supervising payroll processing, developing, and implementing procedures and applications.
  • Establishing, organizing and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.
  • Preparing, reviewing, interpreting, analyzing and approving a variety of data, information and reports, and making recommendations depending on findings.
  • Conducting with and advising management and supervising human resource issues; investigating human resource related problems and making recommendations to the organization.

Skills and Specifications

  • Ability to speak, write and read the English language.
  • Able to work alone on a broad variety of projects.
  • Able to establish and maintain healthy working relationships with people in course of work.
  • Good professional appearance.
  • Strong level of influence and negotiation skills.
  • Medium proficiency in Microsoft Excel, Word, Outlook, and Internet Explorer.
  • Able to deliver effective results, meet tight deadlines and targets.
  • Good judgment and decision-making skills.
  • Able to motivate and empower others to reach organizational goals.

Education and Qualifications

  • Bachelor’s degree in Human Resources, Business or related fields from an accredited institution.
  • Degree level education in Human Resources or related field.

PRIMARY RESPONSIBILITIES

  • Work with marketing and sales departments to create promotions.
  • Work alongside product development team to incorporate promotions after product is complete.
  • Send promotions through direct mail, inserts in newspapers, Internet advertisements, in-store displays, product endorsements, or other special events.
  • Develop and launch discounts, samples, gifts, rebates, coupons, sweepstakes, and contests.
  • Determine length and timing of promotions.
  • Market promotions to various businesses.
  • Use social media sites such as LinkedIn, Twitter, and Facebook to promote discounts and coupons.
  • Plan advertising campaigns.
  • Measure ad effectiveness and optimize if needed.
  • Coordinate staff members who create and deliver ads.
  • Create, review, approve, and revise copy.
  • Oversee media buying.
  • Work with account executives to come up with ad campaigns.
  • Select agencies to partner with.
  • Approve agency plans.
  • Work with sales staff to generate ideas for the campaign.
  • Oversee creative staff.
  • Prepare cost estimates for campaigns.
  • Serve as liaisons between the firm requiring the advertising and an advertising or promotion agency that actually develops and places the ads.
  • Oversee in-house accounts.
  • Present campaigns during pitches.
  • Approve changes to budget as needed.
  • Cast actors for voiceovers and commercials.
  • Preside over TV, radio, and film shoots.
  • Identify potential markets.

Promotion Manager Skills

  • The promotions manager must have critical-thinking and problem-solving skills to be able to create promotions and analyze campaign data. Although artistic abilities are not necessary, creativity is a must. Promotions managers must also be able to work with and manage a team. As a promotions manager, you must be able to stay cool under pressure because the nature of the work includes managing people, multiple projects and ongoing deadlines.

Promotions Manager Education

  • Promotions manager positions may require a bachelor’s or master’s degree in business administration with a marketing emphasis.

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