Marketing And Administrative Assistant

Job Summary
The Marketing and Administrative Assistant is a full-time, in-office role based in Honolulu, Hawai'i. This position reports directly to the Marketing Manager and, as needed, to the Chief of Marketing Operations. The Assistant will provide comprehensive administrative support to both marketing operations and office administration tasks, ensuring smooth coordination across the University and its associated organizations, while aligning seamlessly with Quantum University's core mission and vision. Due to the sensitive nature of this work, the ideal candidate must demonstrate a strong commitment to confidentiality and possess a collaborative mindset, to effectively support the team and its objectives.

Administrative Responsibilities

• Manage Incoming and Outgoing Mail: Collect and distribute mail to various teams and leadership as necessary, ensuring timely communication across the organization.
• Facilitate Leadership Correspondence: Organize and prepare items for mailing on behalf of leadership, ensuring all materials are dispatched efficiently and professionally.
• Handle Financial Correspondence: Print and distribute checks for the accounting department as required, ensuring adherence to financial protocols and timelines.
• Coordinate Office Supplies and Services: Oversee office supply requirements, including ordering water, managing utility bills, arranging cleaning services, and procuring stationery to maintain a well-equipped and functional workspace.
• Office Maintenance: Ensure a clean, organized, and efficient office environment by coordinating with staff to uphold cleanliness and order in their work areas.
• Meeting Coordination: Organize and facilitate all meeting logistics for the Marketing Operations Team, including scheduling, agenda preparation, and documentation of meeting minutes.
• Process Management: Maintain and update work instructions and organize marketing resources to streamline operational processes and ensure easy access to relevant information.
• Document Formatting: Standardize all documents and marketing materials into established templates to promote consistency across the organization.
• Quality Assurance: Perform quarterly reviews to ensure that all documentation is current and accurately reflects the latest operational processes and best practices.
• Purchasing and Order Management: Execute purchasing activities to meet operational needs, ensuring that all orders are processed efficiently. Maintain timely payment of invoices, accurately filing and saving documentation. Keep detailed records of expenses and track them against designated budgets to ensure financial accountability.
• Other Administrative Support: Provide assistance with various marketing operations and administrative tasks as needed to ensure the smooth functioning of the team.

Communication and Database Management

• Salesforce Case Management: Be the first point of contact for the Marketing Operations team, efficiently manage and resolve Salesforce cases and queries, providing timely support as needed.
• Event Communication Oversight: Monitor communications related to events, ensuring timely and effective correspondence.
• Database Maintenance: Assist the Marketing Manager in overseeing marketing databases, ensuring meticulous upkeep of all lists, including MailChimp and the Alumni Marketing List.
• Affiliate Coordination: Communicate with affiliates involved in monthly promotions to keep them well-informed about promotional plans, procedures, and expectations, utilizing tools like the BrainTap/HeartMath Spreadsheet Tracker.

Creative and Digital Marketing Support

• Website and Mobile App Quality Assurance: Conduct weekly checks across multiple platforms, including QuantumUniversity.com, ProjectNoosphere.com (and the PN App on Android and iOS), DrPaulDrouin.com, QU.Life, QuantumUniversity.world, ExponentialHealthcare.com, thewellnesscode2024.com, immersivehealthtechsummit.com, immersivewellnessmedicinesummit.com, and immersivedigitalcoachingsummit.com, and any other websites and apps developed over time. Monitor for broken or incorrect links, text and image display issues, video functionality, branding consistency, website errors, page loading speed, form functionality, mobile site performance, and navigation or workflow issues to ensure a seamless user experience and uphold quality standards.
• Digital Platform Monitoring: Engage in daily monitoring of our digital platforms, including YouTube, Facebook, Instagram, Twitter, and Click Send and CallRail. Respond to inquiries, comments, and reviews promptly to maintain a positive online presence, obtaining necessary approvals from management when required.
• Social Media Management: Ensure social media accounts are current, including updating LinkTree links, cover photos, and bios.
• YouTube Content Management: Maintain up-to-date descriptions, titles, playlists, and trending hashtags for new YouTube videos, incorporating relevant trending hashtags into all social media content.
• Creative Asset Creation: Design creative assets as needed using templates provided, including YouTube thumbnails.
• Content Sharing: Share Dr. Paul’s blogs on both Dr. Paul's website and Facebook page.
• Website Moderation: Actively moderate user-generated content on all Quantum University (QU) and subsidiary websites, addressing user comments and managing spam effectively.

Reporting

• Financial Administration: Assist in accurately tracking monthly budgets and expenses, processing invoices, and handling financial administrative tasks.
• Monthly Reporting: Compile accurate monthly marketing reports using data sourced from campaigns and analytics, including the Monthly Report, Weekly Lead Report, QU.Life Ad Report, and Enrollment Analysis.
• CallRail Reporting: Produce CallRail call reports and analyze call quality for continuous improvement.

Qualifications and Education Requirements

• BSc degree in marketing, business or related field.
• Administration or sales and marketing assistant experience.
• Stable and Reliable Internet connection
• Experience using computers for a variety of tasks.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Digital marketing experience is highly preferred.
• Strong organizational skills.
• Ability to process computer data and to format and generate reports.
• Stable and Reliable Internet connection
• Effective written and verbal communication skills.
• A high level of attention to detail.
• Ability to work effectively within a team and independently.

Job Type: Full-time

Pay: $47,110.00 - $49,900.00 per year

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person