What are the responsibilities and job description for the Marketing Assistant position at Vermont Mutual?
JOB SUMMARY:
Perform a broad range of clerical and administrative assistance to the Marketing Department, and senior company executives/management as needed. Perform a variety of clerical and administrative support tasks associated with processing agent contracts and licenses, maintaining agent records and files and providing company staff with up-to-date information on agents. Assist Executive Assistant in key receptionist duties for the company.
DUTIES & RESPONSIBILITIES:
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Process requests for new, renewal and termination of agency and producer licenses.
- Appoint/Terminate in State website and enter into AS 400 and I Now.
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Set up new agency appointments, process agency changes/terminations.
- Marketing file in AS 400 and I Now.
- Maintain Producer Profile database utilizing the NIPR alerts received monthly.
- Coordinate and assist with Marketing Meetings, Golf Outings, Boot Camps, PL Council, CE Classes, Webinars and other Independent Agent events.
- Distribute marketing bulletins through Constant Contact.
- Back-up and assist other departmental staff with various clerical/technical tasks.
- Maintain conference room calendars.
- Meet with Vendors to order branding merchandise.
- Monitor e-mails that come in to company general mailbox and distribute to appropriate department for processing.
- Calculate quarterly contingent bonuses for specific agents and send payments.
- Make travel arrangements for Marketing VP and others as needed.
- Back up and assist Executive Assistant with key office reception functions, answering phones, greeting visitors, and either answering their questions or directing them to the appropriate person.
- Perform various clerical duties: Prepare, proof, photocopy and distribute a variety of printed materials using computer word processing programs, involving the design/set-up/formatting of reports, manuals, forms, and other special documents.
- Observe a high level of confidentiality and discretion.
- Performs other duties or special projects as required or as assigned.
SUPERVISION RECEIVED:
Minimal supervision is received from the Vice President Marketing.
QUALIFICATIONS:
- Associate’s degree in an appropriate discipline, plus two to four years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
- Excellent typing, spelling, filing, reception and other general office skills.
- May require occasional travel.
- Proficient with Microsoft Word, Excel, PowerPoint, and Outlook.
- Good basic reading, writing, and math skills. Some relevant experience working with computerized filing systems; Image Right and OneNote experience preferred.
- Proven ability to maintain high standards of discretion and judgment in dealing with confidential information.
- Good organization and time management skills.
- Ability to deal courteously and effectively with a variety of company personnel, agents and individuals calling or visiting the company.
PHYSICAL DEMANDS/WORKING CONDITIONS
- Predominantly sedentary office position in a professional setting with high frequency of keyboarding/computer work and moderate phone use.
- The physical demands are minimal and typical of similar jobs in comparable organizations.
- The work environment is representative and typical of similar jobs in comparable organizations.
- Occasional lifting up to 25 pounds.