Job Title: Executive Assistant & Marketing Coordinator
Reports to: VP of Marketing & International Sales
Hours: Part time, 16 hours/week
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):
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.
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
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.
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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