Breckenridge Grand Vacations
  • Marketing
  • Breckenridge, CO, USA
  • 15-18 DOE
  • Hourly
  • Full Time

Full Time Benefits Package


 

Job Title:                      Marketing Administrative Assistant
Division/Dept:             Marketing / Marketing Administration
R
eports To:                  Vice President of Marketing
FLSA Status:                Non-Exempt
WC Code:                     9012
EEO Code:                   Administrative Support Workers

SUMMARY:  This position provides administrative support to the Vice President of Marketing and assists with special projects. This position will also supply limited support to the Vice President of Marketing's direct reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Including but not limited to: 

  • Assist the Vice President of Marketing with day to day administrative duties.
  • Oversee and organize the Vice President's schedule; schedule appointments and events.
  • Draft both internal and external communications.
  • Schedule and organize various meetings including.
  • Take meeting minutes for VP.
  • Arrange food and beverage for meetings and employee incentives.
  • Proofread correspondences, PowerPoint presentations, strategic documents, etc.
  • Assist with various Requests for Proposals (RFPs).
  • Assist with various research projects.
  • Create, track and follow through on action items from meetings.
  • Support Vice President with annual GVS presentation(s).
  • Support Vice President with annual BGV Leadership Summit.
  • Provide reporting as requested.
  • Edit and type documents; perform data entry.
  • Contact vendors and board contacts at the State Fair, Breck Tourism Board and other potential boards/committees on behalf of the Vice President.
  • Correspond with other marketing contacts and vendors.
  • Organize and schedule the Grand Vacation Sessions for the Marketing department; coordinate topics; book venues and/or conference spaces, facilitate meeting times and locations that work for everyone.
  • Handle safety meeting and information requirements for a portion of the Marketing department; work with the Human Resources Training Coordinator to ensure safety topics are covered and properly tracked.
  • Place department supply orders; utilize the company purchase order software to submit purchase orders, when applicable.
  • Research and/or code marketing invoices for approval and submit to accounting for payment.
  • Complete the Marketing Vice President's expense reports.
  • Uphold Hospitality Standards, Company Core Standards and Department Core Standards and observe Company policies and procedures.
  • Be the "End of the Line" and resolve every situation inherited, not passing it along, whenever possible.
  • Strive to close the loop (alleviate or eliminate issues) on any situations that cannot be fully resolved.
  • Respond promptly to all email and voicemail correspondence.
  • Maintain a positive working relationship with all contacts, always being helpful and courteous.
  • Adhere to Company appearance standards at all times; wear name badge when required.
  • Attend and participate in company training sessions and department staff meetings.

MARGINAL DUTIES:  Functions that are not considered essential to the job: 

  • Perform other duties as assigned.
  • Follow Company guidelines for environmental sustainability practices (recycling, composting and conserving resources) and participate in the Company's sustainability initiatives.

QUALIFICATIONS:  To perform this job successfully this position must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

COMPETENCIES / SKILLS / ATTRIBUTES:  To perform the job successfully an individual should possess the following competencies, skills and attributes:  Be open to new responsibilities and adapt to change with flexibility. Give and receive feedback and ask for clarification when necessary.

EDUCATION / EXPERIENCE:  Associate's degree (A. A.) or one to two years related experience and/or training; or combination of education and experience.

COMPUTER EXPERIENCE:  Advanced understanding of Microsoft Office programs (Outlook, Word, Excel, PowerPoint) with 4 years of experience in these programs.  Ability to develop spreadsheets and write formulas in Excel.  Ability to operate basic office equipment such as a copier, fax, scanner, phone & calculator.  Must be comfortable with search engines & navigating the internet.  Ability to type by touch, operate a personal computer & accurately record time worked, in the correct department, using the Company time keeping system.     

CERTIFICATIONS and/or LICENSES:  Must possess a valid US driver license and an acceptable driving record. 

REQUIREMENTS:  Reliable mode of transportation to run errands.   

LANGUAGE ABILITYAbility to speak, read, write and interpret in English.  Ability to read and interpret business correspondence, general business periodicals, job descriptions, maintenance, operating and safety instructions, memos, procedures, routine reports and rules.  Ability to write business correspondence, procedures and simple instructions.  Ability to effectively present information and respond to questions from co-workers, guests, owners, top management, vendors and the general public. 

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.  Ability to compute rate, discounts, interest, percentages and commissions. 

REASONING ABILITY:  Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to define problems, collect data, establish facts and draw valid conclusions.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

  • Perform repetitive motions of the arms, elbows, wrists, hands and fingers over 2/3 of the time.
  • Speak and listen over the telephone and in person over 2/3 of the time.
  • Sit over 2/3 of the time.
  • Use hands and fingers to handle, feel or grasp; reach with hands or arms between 1/3 and 2/3 of the time.
  • Lift up to 10 pounds between 1/3 and 2/3 of the time.
  • Stand and walk between 1/3 and 2/3 of the time.
  • Stoop, kneel, crouch or crawl; climb or balance under 1/3 of the time.
  • Push using upper extremities to press against something with force in order to thrust forward, downward or outward; pull using upper extremities to exert force in order to draw, haul or tug objects under 1/3 of the time.
  • Lift up to 25 pounds under 1/3 of the time.
  • Requires close, distance, color and peripheral vision, close visual acuity and depth perception.

WORK ENVIRONMENT:  The environmental conditions the employee will have exposure to: 

  • Office or administrative environment over 2/3 of the time.
  • Exposure to cold temperatures and icy roads while driving between properties under 1/3 of the time.
  • Outdoor weather conditions such as sun, ice, snow, wind, dust, rain and humidity under 1/3 of the time.
  • Narrow aisles or passageways; high or precarious places under 1/3 of the time.
  • Pets and pet dander while working in the pet friendly office.
  • Moderate noise.
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