What are the responsibilities and job description for the Marketing Communications Operations Assistant position at Lockton?
Your Responsibilities
The Marketing Communications Operations Assistant will be part of a growing, dynamic and fun team of empowered Associates tasked with supporting, growing and protecting the Lockton brand. This role will oversee and manage the flow and exchange of information, streamline interactions and facilitate initiatives on behalf of the team, including the role of Executive Assistant to the Director of Marketing, Communications and External Affairs. This full-time position will report directly to the Director and will be based in Kansas City.
IN THIS ROLE YOU WILL:
The Marketing Communications Operations Assistant will be part of a growing, dynamic and fun team of empowered Associates tasked with supporting, growing and protecting the Lockton brand. This role will oversee and manage the flow and exchange of information, streamline interactions and facilitate initiatives on behalf of the team, including the role of Executive Assistant to the Director of Marketing, Communications and External Affairs. This full-time position will report directly to the Director and will be based in Kansas City.
IN THIS ROLE YOU WILL:
- Support the Director of Marketing Communications & External Affairs
- Must be able to manage highly confidential information
- Maintain an accurate and detailed calendar for the Director, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
- Help with daily tasks and projects prioritization, monitor emails, documents, or materials requiring input and/or approval
- Screen all communications, with a particular focus on email management
- Organize internal and external meetings, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, and taking minutes
- Collaborate with other administrative assistants to successfully coordinate schedules across teams
- Manage all travel arrangements and reservations for Director
- Track and reconcile monthly credit card statements in a timely manner
- Complete and submit expense reports in a timely manner
- Provide special project support to the Director, liaising with the project management team as required
- Perform any other relevant duties as assigned
- Coordinate all aspects of Political Action Committee communication, fundraising and reporting
- Support the the head of Government Affairs travel and expense reports
- Manage the scheduling and coordination of various stakeholders who will utilize the video studio
- Gather information and assemble necessary details for proposed video projects
- Support Marketing Communications team with stakeholder meetings including, but not limited to: PAC Board, Key Communicators, Creative Services Leaders, Workplace Champions
- Manage and schedule the meetings, agendas and follow up action items across the globe
- Work with the team to manage inventory, create sales reports and manage gift cards and special events
- Help with the overall expenses and budgeting for the broader team an initiatives
- Learn and manage the tools/systems/applications utilized by the team to provide support, adding new licenses, trouble shooting (Bynder, Workfront, Getty Images, Workplace, SharePoint)
- 3-5 years experience
- Associate Degree (or equivalent work experience)
- Advanced knowledge and application of Microsoft Office (word, excel, power point)
- Exceptional attention to detail
- Excellent verbal/written communications skills, note taking and proof-reading abilities
- Strong organizational skills and ability to prioritize tasks and manage multiple projects
- Exhibits professionalism and ability to maintain strict confidentiality
- Intellectually curious: You understand important business and financial concepts and their impact, but beyond that, you garner insights by synthesizing information from various sources. You’re driven by the need to learn and fully understand client needs and industry complexities.
- Problem solver: As an empowered member of the Lockton team, you approach problems as opportunities to develop creative, innovative solutions.
- Servant leader: You prioritize serving the greater good over your own objectives. Your focus is on the growth and well-being of your clients, your team and the organization. You understand that their success equals your success.
- Light on your feet: You are action-oriented, flexible and always striving for the best possible outcome – even if that requires a strategic pivot.
- Caring: You contribute to Lockton’s caring culture by being an active and collaborative member of the team. You always act in the best interest of your clients, fellow Associates and your community.
- Likeable: You’re a good communicator and an active listener, always working to ensure understanding. You solicit and accept coaching and feedback because you know it makes you, your team and the business better.
- Growth mindset: You believe that a challenge is just an opportunity. You strive to make yourself and those around you better, and you know that with a bit of effort, anything is possible.
- Deliver excellent results: Strong attention to detail and thorough follow through.
