Marketing Administrative Assistant

PURPOSE:

The Marketing Administrative Assistant is responsible for coordinating daily administrative activities to ensure the functionality and cohesion of the executive leadership team, the marketing and sales team and the clinical offices of our company. This will include coordinating internal communications, schedules, meetings, projects, marketing collateral, social media projects, creative communications and company and community events relating to the healthcare industry.

This person will work closely with internal business leaders and external community partners to professionally represent the company’s business growth and development through people-related solutions and professional communications. Collaborating with the company’s leaders and managers, this individual taps into a strong knowledge of marketing and administrative business operations and clinical practices promoting the company’s strategic priorities, culture, mission, and values.

This role will coordinate administrative and marketing coordinating functions and responsibilities as follows:

Administrative Support to Administration and leadership team:

Function as internal liaison between executive leadership team to coordinate internal meetings and schedules, projects, communications, and business development effortsas our point person within the administrative office

o Schedules and Meetings: Coordinate meeting requests and schedules for executive leadership team with internal and external clients

o Scribe: Attend ELT meetings and take notes, identify, and communicate action items and follow up on delegated action items to ensure completion on assigned time frames

o Internal Communications: Create internal communications to ensure projects, company development and internal expectations are being achieved

Marketing projects:

Coordinate marketing efforts as our point person assigned to work with marketing agency/consultant on campaign execution

o Collateral: coordinate requests for new creative with consultant

o Printer: manage reorders and ordering portal

o Promo items: manage inventory of giveaways and collateral

Creative communications:

o Website: communicate internal requests of web vendor

o Google Reviews: Listing management and reputation mgmt.

o Social Media: collaborate on and schedule out campaigns; campaign tracking and analysis, ad hoc post design

o Capture and relay content, images, materials, and outcomes of events to marketing assistant for review positing on appropriate media outlet(s)

o Other digital marketing metric management and analysis as needed: CRM, Email, Google My Business, Website analytics, QR Codes, etc.

o Physician and AP onboarding (for all new providers)

o Request documents and information for marketing collateral

o Schedule headshots and other promotional production shoots

o Manage requests for provider / practice collateral

o Patient letters and emails (welcome, moves, exits)

o Plus, other collateral: lab tear sheets, rack cards, etc.

Event coordination:

o Coordinated sponsorship/community outreach

o Organizes forms, calendars, and collateral requests

o Works with catering and other vendors to keep events on track

o Attends company and community events to facilitate successful outcomes

Examples of events include: Grand openings, health fairs, job fairs, ribbon cuttings, social events, educational events

QUALIFICATION REQUIREMENTS:

· AA/BS/BA degree from an accredited college/university in business, marketing, or related field preferred

· A minimum of 2 years of related experience, preferable in a healthcare setting

· Strong written and verbal communication skills

· Excellent computer skills, including MS Office Suite, CRM systems, Adobe, digital media programs, and Social Media Platforms

· Ability to listen and probe to understand underlying needs and/or action items

· Ability to provide thoughtful, progressive, and organized support

· Demonstrate high attention to detail and excellent organization skills

· Strong interpersonal, verbal, and written communications skills, including proficiency in developing and delivering presentations and developing marketing materials and social media postings

· Demonstrated ability to anticipate and solve practical problems

· Outstanding judgement, sensitivity to confidential information

· Experience working in radiation oncology or medical industry preferred

· Must have a valid Driver’s License, reliable vehicle, and proof of auto insurance.

· Must be able to travel in the local SW Florida area as needed

CONFIDENTIAL AND SENSITIVE INFORMATION:

· Must properly control the release of proprietary and confidential information

· Knowledge of HIPAA laws and regulations

LANGUAGE SKILLS:

· Ability to read and interpret documents, author routine reports and correspondence, and communicate effectively in one-on-one and group situations with patients, physicians, employees, and other customers of the organization

· Professional interpersonal and organizational skills

· Command of the English language with bi-lingual skills helpful

· Must be able to read, write and speak English and understand written and oral instructions.

PHYSICAL DEMANDS:

Balancing - Yes

Grasping - Yes

Sitting - Yes

Carrying - Yes

Kneeling - Yes

Speaking - Yes

Climbing - No

Lifting - Yes

Standing - Yes

Crouching - No

Pulling - Yes

Seeing - Yes

Job Type: Full-time

Pay: $20.77 - $25.02 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Marketing Administrative: 2 years (Required)
• Professional Office: 2 years (Required)

Work Location: In person