Executive Administrative Assistant, Marketing & Communications
Shriners Children's Chicago, Tampa, FL, United States
Executive Administrative Assistant Under the direct supervision of the Chief Marketing & Communications Officer, the Executive Administrative Assistant provides high-level administrative and operational support to the Marketing & Communications function. This role supports the coordination and execution of departmental initiatives by working across multiple internal departments, including Finance, Supply Chain, and Legal, as well as external vendors.
The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The incumbent is expected to exercise sound judgment, maintain confidentiality, and support the efficient operation of department processes and workflows.
Responsibilities Provide administrative and operational support to Marketing & Communications leadership and team members
Coordinate with internal departments, including Finance, Supply Chain, and Legal, to support procurement, contract processing, and payment workflows
Initiate and track purchase orders and invoices; assist with budget tracking and financial documentation as needed
Serve as a point of contact for external vendors to support quotes, timelines, deliverables, and follow-up communications
Assist with contract routing and documentation to ensure alignment with organizational policies and procedures
Support the planning and coordination of meetings, conferences, and departmental events, including logistics and vendor coordination
Manage executive scheduling, travel arrangements, and related administrative tasks
Maintain organized records of contracts, invoices, and supporting documentation
Assist with the coordination and execution of marketing initiatives and special projects as assigned
Respond to internal and external inquiries, providing information and support in a timely and professional manner
Identify opportunities to improve administrative and operational processes and support the implementation of improvements
This is not an all-inclusive list of this job's responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.
Qualifications 5 years of administrative assistance/clerical experience
Proficiency in MS Office
Strong command of the English language
Confidentiality, problem-solving, and prioritization skills
Strong sense of customer service for internal and external customers
Ability to work independently, utilizing effective time management
The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The incumbent is expected to exercise sound judgment, maintain confidentiality, and support the efficient operation of department processes and workflows.
Responsibilities Provide administrative and operational support to Marketing & Communications leadership and team members
Coordinate with internal departments, including Finance, Supply Chain, and Legal, to support procurement, contract processing, and payment workflows
Initiate and track purchase orders and invoices; assist with budget tracking and financial documentation as needed
Serve as a point of contact for external vendors to support quotes, timelines, deliverables, and follow-up communications
Assist with contract routing and documentation to ensure alignment with organizational policies and procedures
Support the planning and coordination of meetings, conferences, and departmental events, including logistics and vendor coordination
Manage executive scheduling, travel arrangements, and related administrative tasks
Maintain organized records of contracts, invoices, and supporting documentation
Assist with the coordination and execution of marketing initiatives and special projects as assigned
Respond to internal and external inquiries, providing information and support in a timely and professional manner
Identify opportunities to improve administrative and operational processes and support the implementation of improvements
This is not an all-inclusive list of this job's responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.
Qualifications 5 years of administrative assistance/clerical experience
Proficiency in MS Office
Strong command of the English language
Confidentiality, problem-solving, and prioritization skills
Strong sense of customer service for internal and external customers
Ability to work independently, utilizing effective time management