Executive Assistant/Marketing Coordinator, part time Posted Nov 14
Codonics, Inc. , Middleburg, OH
Job Title: Executive Assistant & Marketing Coordinator

Status: Non-exempt

Department: Marketing

Reports to: VP of Marketing & International Sales

Hours: Part time, 16 hours/week

Company summary:

Codonics is a multi-million dollar international business, providing some of the most advanced medical imaging and patient safety products in the world from our headquarters in Middleburg Heights, Ohio. Since 1982, Codonics has experienced exciting growth and award-winning achievements. Today, we are represented in 110 countries with more than 30,000 product installations.

Helping make this all possible is our talented staff, our streamlined processes, and solid market knowledge.

Codonics mission is to improve healthcare for patients and providers, and lower costs through improved safety and efficiencies.

Codonics products are FDA approved and ISO 13485 certified.

Duties and Responsibilities (subject to change):


Expense reports

Prepare reports and match receipts via Certify (Expense tool) for VP of Marketing/Int'l Sales

Submit expense reports and submit receipts for reimbursement

Prepare and present International team reports to VP of Marketing/Int'l Sales for approval

Organize travel calendar for international sales team and follow-up with request for activity reports and expense reports.

Event management

Assist guests with visa letters, reservations and transportation

Assist with travel & hotel reservations for Codonics guests

Prepare & clean conference room before and after guests

Arrange meals & beverages for meetings & guests

Purchase gifts & recognition awards for distributors/customers

Type reports, agendas, itineraries, mailings, Christmas card lists, etc for the VP of Marketing/Int'l Sales

Screen VP Marketing/Int'l Sales inbound calls

Arrange Skype, T-Con meetings as necessary

Manage travel arrangements for VP of Marketing/Int'l Sales

Assist with travel for General Manager and CFO

Assist with Corporate Visa and Passport needs

Schedule & manage meeting room facilities for corporate training, including menu planning

Support other Management Personnel with various administrative duties as time permits

Marketing Support

Maintain customer contract database

Manage the contract release process

Update contacts to master templates

Customize draft agreements for individual sales staff

Issue approved contracts with cover letter to new customers

Follow up and receive back signed agreements

Check word count to screen document for any additional changes

Present to VP of Marketing/Int'l Sales for signatures

Scan final versions into database

Return signed version with cover letter to customer

Contract termination process as needed

Organize and Maintain price lists

Create individual regional price lists from master in Excel

Automate price list issuance process

Manage price list changes, additions, releases, and distribution

Grant Application Management

Complete grant applications

Route grants internally for review

Submit and follow the awards and payments

Work with VP of Marketing/Int'l Sales on reporting requirements associated with grants

Prepare literature/brochure packages for VP of Marketing/Int'l Sales as needed

Distribute literature requests and magazine leads to CSRs and sales reps

Prepare & process the appropriate forms, ECR or DCR, & documents for new or updated literature.

Active involvement in mailer programs for product technical update, marketing launches, price changes etc.

Attend trade shows as needed

Assist with preparing for trade shows

Assist in booking hotel rooms, cars, and flights for trade shows.

Required Skills:

Excellent computer and data entry skills

Proficient use of Microsoft Office: Excel, Word & Powerpoint


Excellent interpersonal skills

Multi-tasking a must

Education and Experience:

High school diploma or GED required, additional 2-4 year degree preferred

2-5 years minimum previous experience as an Executive Assistant.

Codonics is an Affirmative Action, Equal Opportunity Employer - M/F/Disabled/Veteran

Employment Type: Temporary
Work Hours: Part Time

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