Marketing and Administrative Assistant

$45,000 - $50,000/Yr

Quantum University - Honolulu, HI

Full-time - Entry Level

Honolulu, HI

Educational Services

About the position

The Marketing and Administrative Assistant is a full-time, in-office role based in Honolulu, Hawai'i, responsible for providing comprehensive administrative support to marketing operations and office administration tasks. This position ensures smooth coordination across the University and its associated organizations while aligning with Quantum University's core mission and vision. The ideal candidate must demonstrate a strong commitment to confidentiality and possess a collaborative mindset to effectively support the team and its objectives.

Responsibilities

• Manage incoming and outgoing mail, ensuring timely communication across the organization.
• Organize and prepare leadership correspondence for mailing, ensuring efficient and professional dispatch.
• Handle financial correspondence, including printing and distributing checks for the accounting department.
• Oversee office supply requirements, including ordering supplies and managing utility bills.
• Ensure a clean and organized office environment by coordinating with staff.
• Organize and facilitate meeting logistics for the Marketing Operations Team, including scheduling and documentation.
• Maintain and update work instructions and organize marketing resources for operational efficiency.
• Standardize documents and marketing materials into established templates for consistency.
• Perform quarterly reviews to ensure documentation accuracy and relevance.
• Execute purchasing activities to meet operational needs and maintain timely payment of invoices.
• Provide assistance with various marketing operations and administrative tasks as needed.
• Manage Salesforce cases and queries for the Marketing Operations team.
• Monitor communications related to events and assist in database maintenance.
• Communicate with affiliates involved in monthly promotions to keep them informed.
• Conduct weekly quality assurance checks on websites and mobile apps.
• Engage in daily monitoring of digital platforms and respond to inquiries promptly.
• Ensure social media accounts are current and manage YouTube content effectively.
• Design creative assets as needed and share relevant content on social media.
• Moderate user-generated content on Quantum University websites and manage spam effectively.
• Assist in tracking monthly budgets and expenses, processing invoices, and compiling marketing reports.

Requirements

• BSc degree in marketing, business or related field.
• Experience as an administration or sales and marketing assistant.
• Stable and reliable internet connection.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Digital marketing experience is highly preferred.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to work effectively within a team and independently.

Nice-to-haves

• Experience in iOS applications.
• Familiarity with Salesforce and digital marketing tools.

Benefits

• 401(k)
• Health insurance
• Paid time off