The Global Marketing Administrative Assistant position provides confidential administrative support to the VP of Global Marketing and administrative and organizational support to all Global Marketing teams.
Working in collaboration with the team, agency coordinators/studios and external partners, this position supports Global Marketing activities that promote Oregon as an ideal destination.
[Applications accepted through Thursday, 9/14]
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Do you have a passion for Oregon, an appreciation of the unpredictable and somewhat maverick nature of this place we call home?
Working for Travel Oregon is much more than a job, its a quirky sense of humor and the pursuit of a life less ordinary. Its also an eternal quest for that next great meal, powdery slope, lighthouse view or salmon run, all while working to strengthen the impact of tourism on the states economy by providing visitors with authentic, high quality Oregon vacation experiences.
Our team delivers unequaled tourism expertise to the entire state and tells Oregons story to the world while ensuring the preservation of Oregons way of life and its natural places.
We are currently recruiting for a Global Marketing Administrative Assistant for our office in downtown Portland.
This position provides confidential administrative support to the VP of Global Marketing and administrative and organizational support to all Global Marketing teams.
Duties include a variety of administrative support tasks, including calendaring, meeting support, assisting with the communication requirements of the department, and serving as a liaison with internal teams, external organizations, agencies, communities, Oregons tourism and hospitality industry and the general public.
The successful candidate is self-motivated, detail-oriented, energetic, and highly organized.
In addition, heres what we expect you to bring to the table:
An Associates Degree or higher is preferred; relative, additional work experience will be considered in lieu of degree.
A minimum of three years administrative experience in a fast-paced work environment, ideally supporting a marketing executive and/or a marketing team. Preference will be given to candidates with marketing experience or exposure to/understanding of general marketing concepts.
Tell us why your field or background makes you a match!
A customer service orientation with the ability to respond to expectations and requirements of both internal and external customers and partners.
Proficiency in the use of Microsoft Office Suite, particularly Outlook, including familiarity with presentation development using Power Point. Proficiency in the use of project management and collaboration tools such as Basecamp, Google Docs, Dropbox and others.
Experience with Salesforce, CVent, Word Press, WebEx and social media, including Facebook, Twitter and Instagram, a plus.
The ability to juggle multiple projects and meet deadlines.
Exceptional interpersonal and communication skills.
An unfettered love of Oregon, its people and its places.
Travel Oregon offers an attractive benefit plan which includes medical, dental and vision insurance, retirement benefits, paid holidays, paid vacation and sick/personal leaves. Optional benefits include access to life insurance, long- and short-term disability, long-term care insurance, and eligibility for participation in the Oregon Savings Growth Plan.
To learn more about Travel Oregon, visit our websites at TravelOregon.com and Industry.TravelOregon.com.
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POSITION SUMMARY
The Global Marketing Administrative Assistant supports the Global Marketing Team by coordinating activities that support Travel Oregons marketing efforts.
This position provides confidential administrative support to the VP of Global Marketing and administrative and organizational support to all Global Marketing Teams.
Duties include a variety of administrative support tasks, including calendaring, meeting support, assisting with the communication requirements of the department, and serving as a liaison with internal teams, external organizations, agencies, communities, Oregons tourism and hospitality industry and the general public.
ESSENTIAL FUNCTIONS
Provides confidential Administrative support to the VP of Global Marketing and general administrative support to Global Marketing Department, as necessary, including calendaring, expenses reports/invoices and travel arrangements; compiles regular department reports and draft presentations.
Coordinates and attends meetings, schedules and supports conference calls, trainings and workshops, participates actively in strategic planning and implementation sessions; creates and distributes agendas and minutes, tracks and follows up on action items, compiles and distributes information packets and reports.
Works independently and with internal teams as well as external agency partners to assist in completion of projects as assigned; anticipates project road blocks and provides potential solutions to increase efficiency or eliminate redundancies.
Serves as a liaison on behalf of the Global Marketing Team to internal and external stakeholders.
Initial point of inbound phone contact on behalf of VP of Global Marketing; takes messages or fields/answers routine and non-routine questions; works in cooperation with other staff to provide main line phone coverage, as needed.
Fulfills requests for information and assists with distribution of materials to local, state and federal agencies, external agency partners and others.
Assists with planning, fulfilling, or reviewing the work of Global Marketing projects on an as needed, project basis.
Assists with planning, assigning, or reviewing the work of temporary workers and volunteers on an as needed, project basis.
Maintains professional and technical knowledge to support the goals of the Global Marketing Team.
Supports the completion of duties initiatives and outcomes as identified in Travel Oregons strategic plan.
Performs other duties as assigned.
WORKING RELATIONSHIPS
Has daily in-person and telephone contact and/or written correspondence with internal and external stakeholders; contact may involve sensitive issues and be of a confidential nature.
Has occasional contact with government agency staff and elected officials
Position receives supervision from the VP of Global Marketing, who provides guidance and reviews performance through regular conferences and annual appraisals.
QUALIFICATIONS
An Associates Degree or higher is preferred; relative, additional work experience will be considered in lieu of degree.
A minimum of three years administrative experience in a fast-paced work environment, ideally supporting a marketing executive and/or a marketing team with marketing experience or exposure to/understanding of general marketing concepts.
Self-direction and the ability to exercise mature and independent judgment and meet performance standards with only limited supervision.
Demonstrated skill in writing, editing, and related skills essential to the development and production of business documents; analytical skills sufficient to develop research from written and oral sources.
Proficiency in the use of Microsoft Office Suite, particularly Outlook, including familiarity with presentation development using Power Point. Proficiency in the use of project management and collaboration tools such as Basecamp, Google Docs, Dropbox and others. Experience with Salesforce, CVent, Word Press, WebEx and social media, including Facebook, Twitter and Instagram, a plus.
Demonstrated customer service orientation and the ability to respond to expectations and requirements of both internal and external customers.
Demonstrated ability to work with frequent interruptions and deadlines with a workload that can be extremely heavy.
Excellent time management skills, including the demonstrated ability to prioritize, manage, and coordinate multiple projects and assignments, deal with a diverse range of individuals in time-sensitive or deadline-critical situations, and exercise confidentiality and discretion as appropriate.
Have a team player orientation and a demonstrated ability to work effectively with peers and supervisors; skill in relationship-building and networking with a diverse population of individuals, organizations, associations, and interest groups.
Possess a valid, unencumbered drivers license and have an insurable driving record.
Capacity and willingness to work hours beyond the standard daily or weekly schedule, as necessary.
Ability to effectively solicit work from team members, partners and vendors in a timely and efficient manner in order to keep projects moving forward and completed on time.
Unfettered love of Oregon, its people and its places.
PHYSICAL REQUIREMENTS
Visual acuity sufficient to clearly read printed materials, operate a computer, and drive a motor vehicle.
Ability to hear sufficiently to receive, comprehend, and respond to verbal communication both face-to-face and via telephone.
Physical ability to lift and carry objects weighing up to thirty-five (35) pounds, using standard safety techniques.
Mobility sufficient to perform assigned duties.
Manual dexterity sufficient to handle typical office equipment.