Marketing Assistant

THE PINES AT DAVIDSON INC•Davidson, NC

21d•Onsite

About The Position

The Marketing Assistant is a support position, not a sales position, responsible for a wide variety of marketing, communications, residency-administration, and departmental support activities. The role responds to inquiries, schedules tours, maintains databases and waiting lists, processes applications and deposits, supports move-in preparations, assists with marketing events, and handles administrative tasks such as invoice processing, ordering and stocking supplies, and preparing and mailing marketing materials. The Marketing Assistant works closely with Sales Counselors, the Director of Sales, Marketing & Communications, other departments, vendors, prospective residents, and current residents. The position calls for a reliable, organized, detail-oriented person who enjoys working with people, takes initiative, and can manage multiple priorities in a busy, collaborative environment. Work is primarily indoors, with regular walking outdoors between campus locations; some driving may be required.

Requirements

A minimum of three years of experience in marketing, admissions, business administration, communications, customer service, or a related field.
Strong administrative and organizational skills, with excellent attention to detail.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Experience working with electronic records systems, or ability to learn new systems quickly.
Excellent written and verbal communication skills.
Ability to manage multiple tasks, follow through on assignments, and meet deadlines.
Comfort interacting with prospective residents and their families, team members, and outside vendors.
Ability to handle confidential information with discretion and professionalism.
Self-motivated, proactive, dependable, and comfortable working independently and collaboratively.
Willingness to take initiative, seek out assignments, and assist wherever needed.
Commitment to the mission and values of The Pines at Davidson.
Extended periods of sitting, walking, and standing; some driving may be required.
Occasionally lift up to 10 pounds; frequent simple grasping of less than 10 pounds and frequent fine manipulation using a keyboard and writing.
Ability to write, keyboard, speak on the phone and in person, speak to large groups, read a computer monitor, and hear spoken questions and comments in person, on the phone, and in large groups.

Nice To Haves

Bachelor's degree preferred in Marketing, Business Administration, Communications, Customer Service, or a related field; equivalent experience may be considered.
Experience in senior living or working with older adults is preferred but not required.

Responsibilities

Respond promptly and professionally to telephone, email, and website inquiries from prospective residents and their families.
Track inquiries and maintain accurate records.
Schedule and coordinate individual appointments, group tours, and other community visits.
Provide general information about The Pines and distribute marketing materials.
Assist with preparing information packets, correspondence, presentations, reports, mailings, and other departmental materials.
Maintain accurate information in customer relationship management (CRM) systems and other databases.
Assist with maintaining the Future Residency Program waiting list, internal transfer list, and related databases.
Process waiting-list applications, deposits, refunds, and related documentation.
Assist with residency applications and administrative paperwork.
Track application requirements, deadlines, and outstanding documentation while maintaining accurate and confidential resident and prospect records.
Support Sales Counselors with administrative steps associated with accommodation offers, reservations, and move-ins.
Maintain checklists and track tasks associated with upcoming move-ins and internal transfers.
Assist with planning, preparing for, and carrying out marketing events, open houses, and other community programs; represent The Pines at events.
Assist with the creation, editing, preparation, and distribution of marketing and communications materials.
Contribute ideas, content, and photography to social media and other communications.
Maintain inventory of marketing materials.
Review, organize, and process departmental invoices.
Order office supplies, marketing materials, and other departmental supplies; stock supplies.
Maintain organized records, files, schedules, and departmental resources.
Prepare reports, assist with special projects, and perform other departmental responsibilities as needed.