Digital Marketing Executive Administrative Assistant

Schedule meetins, appointments, and conferences for the Executive Director

Ensure the Director is aware of upcoming commitments and deadlines

Coordinate with internal and external stakeholders schedule meetings and events

Handle and prioritize emails, phone calls, and correspondence on behalf of the Executive Director

Draft, proofread, and edit documents, reports, presentations, and communications

Arrange travel plans, including flights, accomodations, and transportation 

Prepare meeting agendas, materials, and presentations

Attend meetings, take minutes, and follow up on action items

Organize and maintain digital and physical files, ensuring easy retrieval 

Manage document version control and ensure confidentiality 

Process expense reports, track expenses, and reconcile receipts 

Ensure compliance with company expense policies

Assist in the planning and execution of digial marketing projects

Track project timelines, milestones, and budgets

Prepare reports and summaries for the Executive Director

Collect and analyze data related to digital marketing campaigns and initiatives 

Liaise with vendors, supplies, and service providers

Obtain quotes, negotiate contracts, and ensure timely delivery of goods and services

Collaborate with the digital marketing team members, as needed

Maintain office supplies, equipment, and facilities

Coordinate office maintenance and repairs

Assist in organizing departmental events, workshops, and conferences

Handle logistics, invitations, and RSVP's

Handle sensitive information withe the utmost confidentiality and discretion 

Address issues and challenges that may arise in the daily operations of the digital marketing department

Be flexible and willing to take on new tasks and responsibilities as the needs of the department and Executive Director evolve

Be proficient in office software (e.g. Microsoft Office Suite) and any specialized digital marketing tools or software used by the department 

Prioritize tasks effectively to ensure the Executive Director's time is used efficiently 

Act as a communication bridge between the Executive Director and other team members, departments, and external contacts

Stay updated on digital marketing trends, tools, and best practices to provide informed support

Represent the Executive Director and the department professionally in all interactions 

Monitor and engage withe the online community on the Executive Director's or department's social media platforms

Respond to comments, messages, and inquiries in a timely and professional manner 

Foster a positive online presence, building and maintaining relationships with followers and stakeholders

Report on social media metrics and trends to help shape digital marketing strategies

Ensure that the Executive Director's or department's social media content aligns with branding and communication guidelines