Marketing Administrative Assistant Job at The Smith Center in Las Vegas

Job Title: Marketing Administrative Assistant

Department: Marketing

Reports to: Vice President of Marketing/Chief Experience Officer

Status: Full-Time, Non-Exempt

Hourly Rate Range: $22.50 - $25.50

Date: September 18, 2024

Summary of Duties and Responsibilities

The Marketing Administrative Assistant reports to the Vice President and CXO and provides administrative support to the vice-president and the department as needed. The majority of the time will be allocated to the sponsorship team and group sales effort.

Essential Duties and Responsibilities

Sponsorships

• Enter sponsorship account data in Tessitura to include payments against pledges for program ads, in-kind gifts, cash sponsorships, and contracts as received.
• Invoice sponsors and program advertisers according to deadlines and monitor payment receipts.
• Create and update sponsorship dashboards in Tessitura to track annual sponsorship results against goals on a weekly basis.
• Help create sponsorship presentations for proposals and fulfillment reports as needed.
• Maintain/organize sponsorship files on the staff drive to ensure ease of file access by organization users.
• Track department expenses against the sponsorship budget on a monthly basis to ensure expenses were accurately entered/coded to the appropriate budget line item.
• Create and update program P&L as incoming revenue and expenses accrue.
• Assist with the production of the show program as needed.

Group Sales

• Follow up with group sales clients as needed to include contract tracking, deposit, and payment collection.
• Enter orders in Tessitura as needed to fulfill contract requirements when a group sales block and individual seat selection/payment is not feasible.
• Assist group sales manager with event activation as needed.

Administration

• Assist with department invoice submission.
• Assist with monitoring submitted department expenses against the budget.
• Answer/route marketing department phone calls
• Schedule meetings for vice-president and provide necessary materials/information as needed.
• Create PowerPoint presentations for meetings and other department documents.
• Assist with conference room set up for meetings and special events.
• Assist with office supply inventory.
• Arrange travel schedules, reservations, and itineraries.
• Assists department with other projects as needed (e.g., proofreading, admin support).
• Perform any other duties as assigned within the scope of the position.

Required Education, and Experience

• High school diploma required with 5 years minimum experience as an executive assistant or marketing department assistant.
• Knowledge of Tessitura a plus
• Proofreading skills to ensure accuracy in marketing materials for spelling/grammar

Required Skills & Qualifications

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines. To perform effectively in this position, the incumbent must have:

• Excellent communication skills (both oral and written) as the position represents TSC with our sponsors and group sales clients.
• Ability to deal with a range of styles and behaviors.
• Ability to establish priorities, work independently, and proceed with objectives with minimal supervision.
• Highly organized and ability to work in a fast-paced environment.
• Superior attention to detail to ensure the accuracy of data entry and tracking.
• Proactive follow-up with group sales clients and sponsors to ensure contractual deadlines are met.

Computer Skills

• Advanced knowledge of and ability to use word processing, database, and spreadsheet software.
• Proficient in use of Microsoft 2000 or later, particularly Word, Excel and Outlook.
• Create advanced presentations in PowerPoint.

Other Skills and Abilities

• Desire to work as a team player and assist when and where needed
• Exhibit a professional appearance
• Maintain a dependable, professional, and courteous office environment

Physical Job Requirements

• This position will require sitting for extended periods, standing, bending, and walking, as well as using fine motor skills, such as finger dexterity for typing.
• Occasionally lifting, carrying, moving, pushing, and pulling up to 40lbs. or more.
• Ability to occasionally reach, bend, twist, stoop, stack, crouch, kneel, and balance when performing job duties in varying work areas such as confined spaces.
• Ability to operate a computer keyboard and mouse, and to handle other office equipment.
• Ability to physically stand, walk, and climb stairs on a consistent basis.
• Vision abilities include close vision, distance vision, and the ability to adjust focus to effectively use mobile devices, and electronic devices such as tablets, iPads, and computer screens.
• This position could be exposed to loud noises, and frequent phone conversations, and requires average to above average visual acuity and hearing.
• Most of this job will be performed indoors in a climate-controlled environment.

Certificates, Licenses, Registrations

Must be able to qualify for licenses and permits if required by federal, state, and local regulations during the course of employment.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be constructed as an exhaustive list of all the responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Pay Transparency

To encourage pay transparency, promote pay equity, and proactively address regulations, The Smith Center for the Performing Arts will comply with all applicable state laws or regulations that require employers to provide wage or salary range information to job applicants and employees. The hourly rate range for this full-time and non-exempt position is $22.50 - $25.50 per hour plus benefits, including insurance plans as applicable. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by key factors such as work experience, skills, abilities, and job-related education and training.

With a career at The Smith Center for the Performing Arts, you really benefit! We offer:

• Creative and collaborative work culture
• Competitive compensation
• Comprehensive health, dental, and vision insurance plans
• Employee Assistance Program- including counseling, wellness programs, and financial support services.
• Flexible Spending Account (FSA) & Health Savings Account (HSA) options to help you save on eligible medical expenses with pre-tax dollars.
• Generous Paid Time Off Plan
• Paid Holidays and Personal Holiday Time
• 401(k) retirement savings plan eligibility on your start date with employer match
• Employer-paid disability insurance coverage
• Supplemental benefits are offered such as accident, critical illness, hospital indemnity coverage, pet insurance, and employee-only discounts.
• Safe and paid parking on-site
• Training and career growth opportunities
• Exclusive early access, employee discounts, and complimentary tickets to world-class performances and events.
• Discounts on Starbucks products and merchandise

Limitations and Acknowledgment

The Americans with Disabilities Act requires that reasonable accommodations be made for qualified individuals to help perform the required duties and tasks of the position. Reasonable accommodation is available for qualified individuals with disabilities upon request.

The Smith Center for the Performing Arts (TSC) is an Equal Opportunity Employer that complies with the laws and regulations set forth under EEOC.

Diversity, Equity, and Inclusion Mission Statement

At TSC diversity, equity, and inclusion are at the core of who we are. Our commitment to these values is unwavering. They are central to our mission and to our impact on the community. We know that having varied perspectives helps generate better ideas to solve the complex problems of a changing—and increasingly diverse—world. We believe that a variety of opinions, approaches, perspectives, and talent are the cornerstones of a strong and flexible organization.

TSC strives to champion diversity, equity, and inclusion for all.