Executive Administrator (Onsite - San Diego, CA)

American Specialty Health Incorporated is seeking an Executive Administrator to join our Marketing department. This position will provide administrative support to the Senior Vice President, Marketing, as well as operational support for our in-house creative agency under the direction of our Associate Director of Marketing Operations. Administrative duties may include managing calendars, planning travel, handling expense reports, and scheduling and preparing meetings. This position will also provide ongoing project support to our Marketing team, such as marketing materials management for our digital asset manager, production support for photo/video shoots, and monitoring social media channels. This position is onsite in our San Diego office with an option for occasional remote work.

Hourly Salary Range

American Specialty Health complies with state and federal wage and hour laws and compensation depends upon candidate’s qualifications, education, skill set, years of experience, and internal equity. $22.64 to $27.00 Hourly Wage Range.

Onsite Requirement

ASH requires all onsite employees and employees who travel for their position to review and acknowledge ASH’s Communicable Disease and Pandemic Policy.

Responsibilities

• Provides administrative support for VP of Marketing, VP of Strategic Partnerships, and Marketing department.
• Manages VP of Marketing’s schedule, calendar, and other administrative needs.
• Organizes meetings and conference calls, prepares handouts, and distributes agendas.
• Plans and manages travel arrangements for VP of Marketing, VP of Strategic Partnerships, and any other assigned executive, or marketing leadership as needed.
• Prepares and submits VP’s expense reports.
• Handles filing, scanning, distributing department mail, office supplies, and organizing the storage room.
• Maintains PTO calendars, emergency listings, Floor Warden assignments, and cards/celebrations to keep Marketing team organized, and supports employee engagement and safety.
• Manages business card requests and orders for company.
• Coordinates department moves and prepares office environment, department welcome and onboarding for new hires.
• Provides leadership and/or assistance on Marketing projects and tasks to support Marketing Operations.
• Responsible for ongoing marketing materials projects as assigned, including library maintenance for digital asset manager.
• Assists with ownership and maintenance of content on marketing websites as assigned, such as company intranet.
• Assists with proofreading and translation requests via agency as needed.
• Assists or leads teams to help support onsite company events or photo/video shoots as needed, including managing house, registration materials, or craft services.
• Assists with department budget, including POs, check requests, and reconciling department AMEX with finance each month.
• Provides support to Social Media team monitoring fitness classes on social media channels.
• Provides support and live commentary for social media channels.
• Elevate issues to leads and management as they develop before and during fitness class.
• Edit fitness videos after fitness classes air.

Qualifications

• Bachelor’s degree in marketing, communications, related field, or equivalent experience. If equivalent experience, high school degree required.
• Minimum 5 years of experience providing administrative support; experience supporting executives of multi-positions helpful.
• Two years minimum experience in marketing communications.
• Experience in managing calendars and expenses, making travel arrangements, and coordinating executive meetings.
• Experience with document management, library management, and vendor management preferred.
• PC proficient with Microsoft applications including Word, Excel, and PowerPoint.
• Experience communicating with collaborators and team members via applications such as Teams and Slack.
• Experience with writing style guidelines, editing, and proofing preferred.
• Valid Driver’s license with good driving record. Availability of automobile for on the job use and proof of insurance.
• Strong written and verbal communication skills. Ability to communicate internally and externally with vendors, staff, and