Administrative / Marketing Assistant

Spectacle - Toronto, ON (24 days ago)

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Spectacle is an award-winning eyewear retailer oriented towards fashion conscious individuals. At Spectacle, we celebrate diversity, individuality and creativity through exceptional eyewear! We want people to feel good and look great!

SUMMARY OF POSITION:
The Administrative / Marketing Assistant is responsible for two main and interrelated functions of the company: all administrative needs and marketing coordination.The Administrative / Marketing Assistant provides executive support to the CEO.

The Administrative / Marketing Assistant also manages, facilitates and co-ordinates a complete range of administrative support services to ensure the smooth and effective functioning of the senior executive’s head office. The Administrative / Marketing Assistant manages and executes administrative, project, and executive support activities associated with the company. Reporting directly to the CEO, serves as principal point of administrative contact to assist and enable organizational operations. The Administrative / Marketing Assistant also serves as a liaison to suppliers, agencies, vendors and partners; organizes; and oversees special projects.

In the marketing role, you will be responsible to handle marketing and event coordination, social media and online activities, customer experience relations and acting as a “brand ambassador”. The Administrative / Marketing Assistant monitors the voice of the company. They are responsible for conducting market and prospect research, strategizing, and developing marketing proposals, drafting reports, and keeping up-to-date with the industry's latest developments, trends, competitor activities, and promotional opportunities. Ultimately turning fans into customers and turning customers into advocates.

The Administrative / Marketing Assistant presents a professional image at all times on behalf of the company by utilizing well developed public relations and communication skills in dealing with a broad range of management, both internal and external, including providing customer support.

The Administrative / Marketing Assistant must be extremely well organized.The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Administrative / Marketing Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion and maturity.

KEY JOB RESPONSIBILITIES:
Administration Duties

Provide administrative support to the CEO and administrative office
Work closely and proactively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately
Set up and maintain CEO's calendar and handle all domestic and international travel arrangements
Act as the administrative point of contact between the CEO and internal/external clients
Monitor email and reply on behalf of the CEO on related issues
Coordinate meetings and appointments for the CEO and senior executives and schedule meeting room facilities and amenities
Work with CEO on special projects, manuals, policies, procedures and correspondence
Provide a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management
Maintain record keeping by documenting committee meetings, letters, reports and memos
Manage internal and external mail, courier deliveries and distributed mail to the appropriate staff
Process departmental invoices, deposit checks and transfer funds as required
Invoice customer accounts with outstanding balances, and developed reports of past due accounts for management
Ensure the replenishment of general office, store supplies and maintain accurate records of expenses, costs
Maintain strict confidentiality with sensitive information, financial documentation, records and personal matters
Compose, prepare, distribute correspondence that is sometimes confidential
Coordinate company events such as staff appreciation lunches, and holiday parties
Facilitate onboarding to all new hires, updated training manuals and keep records of employee performance and development
Act as a "barometer," using sound judgment to get a sense of the issues taking place in the environment and keeping the CEO updated accordingly
Coordinate and organize service suppliers related to the repair and maintenance of the company’s stores
Coordinate records, payables, receivables to support bookkeeper
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks
Prioritize conflicting needs; handle matters expeditiously, and follows through on projects to successful completion, often with deadline pressures
Contribute to an environment where all team members are respected and valued regardless of their individual differences, and are motivated to improve both their individual and team contributions to achieve desired business results
Design presentations used for business development
Other tasks as assigned
HR Coordination and Support

Assist with recruitment and staffing by drafting offer letters, scheduling interviews, and coordinate with Human Resources to ensure all hiring documents are submitted accordingly
Assist with scheduling and arranging onboarding of new staff along with continuing training
Employee experience and administration: From offer letter to retirement party, you will make sure every employee’s experience is positive. Examples of some key milestones you will manage include onboarding, benefits administration, leave management (vacations, sick days, long-term leaves), payroll, birthday & anniversary celebrations, transfers / promotions, and offboarding.
Organize, compile, update company personnel records and documentation, as required
Manage and update HR databases with different information such as new hires, terminations, sick leaves, warnings, vacation and days off
Prepare, manage and store paperwork for HR policies and procedures

Marketing Duties:
Managing and updating marketing calendar and compiling results, helping to facilitate where needed and providing results regarding efforts
Implement marketing and advertising campaigns by assembling and analyzing sales forecasts; preparing marketing and advertising strategies, plans, and objectives; planning and organizing promotional presentations; updating calendars
Prepare marketing reports by collecting, analyzing, and summarizing sales data
Keep promotional materials ready by coordinating requirements with graphics department; inventorying stock; placing orders; verifying receipt
Support sales staff by providing sales data, market trends, forecasts, account analyses, new product information; relaying customer services requests
Research competitive products by identifying and evaluating product characteristics, market share, pricing, and advertising; maintaining research databases
Plan, contribute to meetings and events by identifying, assembling, and coordinating requirements; establish contacts; develop schedules and assignments; coordinate mailing lists
Monitor budgets by comparing and analyzing actual results with plans and forecasts.
Updates job knowledge by participating in educational opportunities; reading trade publications
Accomplishes organizational goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments
Window Marketing - Strategize, Coordinate and implement seasonal campaigns
Trend Reporting - Research the latest eyewear trends and inform / Training sales team
Outreach Marketing - facilitate campaigns
Research, record all information on supplier cooperative marketing dollars
Manage and update marketing calendar and compiling results, help to facilitate where needed and providing results regarding efforts
Manage Internal marketing needs and coordinate outsourced marketing activities
Host events on behalf of the company (team building events, store events)
Support outreach marketing needs as directed (mailers, flyers, customer loyalty programs)
Manage company communications and manage interstore newsletter or blogs
Coordinate marketing efforts of the company through communication and project management with marketing personnel / department (trunk shows, special events)
Manage the marketing email and respond in a timely fashion, organizing site visits or support where needed
Communication with suppliers for marketing support, cooperative dollars and support budgets provided
Events - Host, Strategize, Coordinate company events
Social Media & Online Presence Support

You will assist in planning, implementing and monitoring social media strategy in order to increase brand awareness, improve Marketing efforts and increase sales.
Website and Social media - coordinate; update, oversee layouts
Company Newsletter (write and collaborate) - Manage, Distribute / Manage Company Blog
Monitor website and all eCommerce, client inquiries and sales
Research audience preferences and discover current trends
Create engaging text, image and video content
Design posts to sustain readers’ curiosity and create buzz around new products
Measure web traffic and engagement, reporting on opportunities and successes
Stay up-to-date with changes in all social platforms ensuring maximum effectiveness
Train co-workers to use social media in a cohesive and beneficial way
Facilitate online conversations with customers and respond to queries
Report on online reviews and feedback from customers and fans
Develop an optimal posting schedule, considering web traffic and customer engagement metrics
Suggest new ways to attract prospective customers, like promotions and competitions
Customer Experience Representative, Brand Ambassador, Sales Support

Customer service representative as needed in addressing any client relations concerns or recognition of excellent customer service
Investigate and resolve client or supplier complaints regarding financial discrepancies or concerns related to the delivery of goods/services
Work cross-functionally to drive the strategic development, planning, and execution of integrated marketing programs and campaigns
Lead projects that create demand for our products, enhance brand awareness, and drive consumer advocacy—all while upholding a smooth, integrated process
Drive marketing efforts across the organization, bringing creative ideas to execution and delivering concepts to consumers in support of our ambitious growth objectives
Assist in the creation of a long-term strategic marketing framework for the brand
Be a “keeper of the brand” and constantly work to clarify, articulate, and execute creative marketing programs that embody Spectacle’s unique qualities
Customer service representative as needed in addressing any client relations concerns or recognition of excellent customer service
Investigate and resolve client or supplier complaints regarding financial discrepancies or concerns related to the delivery of goods/services
Work cross-functionally to drive the strategic development, planning, and execution of integrated marketing programs and campaigns
Lead projects that create demand for our products, enhance brand awareness, and drive consumer advocacy—all while upholding a smooth, integrated process
Drive marketing efforts across the organization, bringing creative ideas to execution and delivering concepts to consumers in support of our ambitious growth objectives
Assist in the creation of a long-term strategic marketing framework for the brand
Be a “keeper of the brand” and constantly work to clarify, articulate, and execute creative marketing programs that embody Spectacle’s unique qualities
Assist on the sales floor, fulfilling tasks like supporting sales, inventory checks and assembling sales displays
Assist sales and hosting during events and promotional activities, soliciting feedback on marketing campaigns

Skills & Qualifications:
Detail Oriented and Extremely Organized – you are in charge of managing large amounts of stock, which requires a detail-oriented personality

Administrative Experience - Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response demonstrating emotional maturity.

Computer Literacy – because you must work with spreadsheets and other computer software, some computer skills are a must. Advanced technical skills in Microsoft Excel, Word and other relevant software applications

Customer Service Skills – You are frequently required to speak with customers, vendors, and other employees, which requires excellent customer service skills

Project Management - You juggle a number of time-sensitive projects simultaneously, so good time management skills paired with knowledge or experience in project management can be very helpful.

Interpersonal Skills - you act as representative of the business in the public, participating in trade shows, product demonstrations, product launches and media events. An ability to interact well with the public is key, as is an ability to efficiently and confidently relay information about marketing-related activities. Experience in public speaking can be helpful in this kind of role.

Knowledge of Marketing Techniques - You must have an understanding of various marketing approaches and outreach techniques. The role will require coordination of media placement, scheduling digital and social media activity, tracking statistics from various advertising venues and monitoring web traffic metrics.

Employment Perks:
Participation in Company Benefits Plan
Company Discounts + Eyewear Benefits
Team outings and Events
Team Reward Programs / Contests
Gift cards for friends and family!