Marketing Administrative Assistant

Date:  May 19, 2022
Property:  111 INNOVATION (0010)

Irvine, CA, 92617

Division:  Office (Office)
Req ID:  39808

Position Summary:

The Assistant/Coordinator will perform a broad range of duties for the Marketing & Communications team, including scheduling, budget management, general coordination and other duties as necessary. The ideal candidate must be an organized multitasker able to handle many projects at once and meet tight deadlines. This role will be a mix of administrative and coordination, based on priorities. This position will report to the Senior Director, Marketing & Communications. 

Job Duties:

  • Provide general administrative support for the Marketing & Communications team
  • Manage appointment scheduling and meeting/team event logistics including managing multiple calendars
  • Handles telephone calls and emails as requested, routing them to others or handling directly, as appropriate
  • Responsible for preparing agendas and materials for meetings
  • Provide support and coordination on projects, with the ability to quickly re-prioritize in order to meet deadlines
  • Manage team budget, including monthly reporting
  • New team member onboarding, including equipment, system access, coordination with IT, etc
  • Supply ordering and printer management
  • Process contracts, purchase orders and invoice coding
  • Enter and track marketing leads and assist with Salesforce management
  • Other projects as assigned to support the Marketing & Communications team
  • Coordinate with other Administrative Assistants as needed

Systems utilized:

  • Google Productivity Apps including Sheets, Slides and Docs. 
  • SAP - finance management platform
  • - project management platform

Minimum Qualifications / Other Expectations:

  • Minimum of 5 years of professional experience
  • Experience managing budgets
  • Strong interpersonal skills
  • Comfort in working in a fast paced, team-oriented, consensus-driven environment
  • Positive, professional, and accommodating attitude
  • Excellent organization skills
  • Ability to excel in solo assignments as well as team projects
  • Ability to work effectively with multiple departments
  • Ability to multi-task and adhere to deadlines
  • Self-starter, creative thinker, problem solver, regularly anticipates needs
  • Skilled with Google-based applications 
  • Experience with a marketing organization
  • Luxury brand experience preferred
  • Working knowledge of Google Workspace (Docs, Slides, Sheets, Gmail, Calendar and Drive) and high comfort level with technology
  • Real estate experience a plus
  • Fast-paced, high-intensity work environment.  
  • Self-starter mindset that works well in a collaborative team environment.
  • Strong written and verbal communication skills are a must.
  • Managing multiple project deliverables under tight deadlines on a daily basis.

About Us:
Irvine Company Office Properties (a division of Irvine Company) offers a portfolio that includes more than 550 office buildings in premier locations: Orange County, Los Angeles, San Diego, Silicon Valley, Chicago and New York.

We’ve evolved the traditional office to something much more: a modern working community. Featuring innovative workplace design, quality craftsmanship, dedicated management and a collection of memorable experiences that seamlessly combine to build a vibrant workplace community.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

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