Administrative Assistant

Summary

Caribbean Producers Jamaica Ltd. (CPJ) is seeking a highly organized and detail-oriented Administrative Assistant to support the Marketing Department. This role will be responsible for providing administrative and logistical support to the Head of Marketing and the broader marketing team. The ideal candidate will be proactive, have strong communication skills, and be able to manage multiple tasks efficiently in a fast-paced environment.

Responsibilities

• General Administrative Support:

  • • Provide day-to-day administrative support to the Head of Marketing and the marketing team.
  • • Organize and maintain the department’s filing system, ensuring all documents are easily accessible and up-to-date.

• Calendar and Scheduling Management:

  • • Coordinate meetings, appointments, and events for the marketing team, ensuring smooth scheduling and conflict resolution.
  • • Prepare agendas and materials for meetings and take minutes when necessary.

• Communication and Correspondence:

  • • Act as the first point of contact for internal and external communications related to marketing initiatives.
  • • Manage and respond to emails, phone calls, and other inquiries in a timely and professional manner.

• Marketing Support:

  • • Assist with the preparation and distribution of marketing materials, presentations, and reports.
  • • Coordinate logistics for marketing events, including trade shows, product launches, and promotional campaigns.

• Data Management and Reporting:

  • • Help track marketing campaign performance and assist in data entry, including the maintenance of databases and CRM systems.
  • • Support the creation of marketing reports, summarizing key data for review by the Head of Marketing.

• Office Coordination:

  • • Manage office supplies and resources for the marketing department, ensuring that inventory levels are maintained.
  • • Liaise with vendors and suppliers for marketing materials and event-related requirements.

• Project Assistance:

  • • Assist with the execution of marketing projects and campaigns, providing logistical and administrative support as required.
  • • Monitor project timelines and assist in keeping marketing activities on schedule.

Desired Traits and Characteristics

• • Team Player: Ability to work well within a team and support others in achieving departmental goals.
• • Adaptability: Comfortable working in a dynamic environment where priorities can shift quickly.
• • Proactive: Anticipates the needs of the marketing team and takes initiative to support tasks and projects.
• • Time Management: Excellent ability to manage time and work efficiently on multiple projects simultaneously.

Qualifications

• • Education: High school diploma or equivalent required; Associate degree or some college coursework in Business Administration, Marketing, or a related field preferred.
• • Experience: At least 1-3 years of administrative or office experience, preferably in a marketing or related environment.
• • Technical Skills: Familiarity with basic marketing tools and software (e.g., CRM systems, email marketing platforms) is a plus.
• • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• • Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• • Communication Skills: Excellent written and verbal communication skills, with the ability to interact with various stakeholders professionally.
• • Attention to Detail: Strong focus on accuracy and precision in tasks and communication.
• • Problem-Solving: Ability to resolve issues independently and proactively.

Additional Information and Instructions

Working Conditions: 📍 Office-Based: Primarily in an office environment with occasional extended hours based on marketing event schedules. 📦 Light Physical Duties: Tasks may include organizing office supplies or assisting with event setup.

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