Special Assistant - Marquis Who's Who

SPECIAL ASSISTANT

Marquis Who's Who, Uniondale, NY

About us

For over 125 years, Marquis Who's Who has remained the standard for reliable and comprehensive biographical data. Our first publication "Who's Who in America" was released in 1899! Our database is in every public and major academic university library across the United States. Marquis Who's Who has continued to open doors and enable professionals to highlight their achievements and career successes through our personalized branding products and services. Our marketing tools and resources (both print and online) create the exposure and credibility professionals need in today's ever-changing environment.

Special Assistant - ONSITE

Job Description:

Marquis Who's Who is seeking well-organized Special Assistant with excellent communication skills to join our team onsite at our Corporate Headquarters in Uniondale, NY. This role will involve working alongside members of the executive team, including the Chief Executive Officer and Chief Sales Officer.

In this role, you will play a key part in establishing structure and implementing systems that enhance the effectiveness of the organization's leaders. Your responsibilities will include scheduling internal staff meetings, managing existing calendars, and preparing agendas for upcoming meetings. Additionally, you will coordinate external meetings between executive team members and potential strategic partners or vendors. This will involve conducting background research on meeting participants and presenting your findings beforehand. You will also update all strategic proposals and marketing materials, tailoring each to meet the specific needs of the strategic partner.

Our ideal candidate possesses a sharp attention to detail, outstanding communication skills and experience working with C-level executives. A strong desire for growth and advancement within our organization is essential.

Responsibilities and Duties:

As the right hand to the Chief Executive Officer, the Special Assistant will:

• Assist the executive team in planning and successfully executing standing internal management/staff meetings with each department. This includes, but is not limited to:
• sending meeting invitations, compiling agenda items from stakeholders and creating the formal agenda,  ensuring all audio/visual requirements are met, compiling notes during the meeting, distributing notes with action items to the stakeholders, and setting reminders for executive team to follow up on action items in advance of a follow up meeting.  
• Maintain the calendar for the executive team. This includes, but is not limited to:
• sending verbal and/or text reminders in advance of upcoming meetings.
• Liaise with strategic partnership/strategic mergers & acquisitions team and executive team in advance of strategy meetings: This includes, but is not limited to:
• conducting in depth research on each upcoming meeting attendee, providing a report of the findings to the executive team in advance of the meeting, updating all PowerPoint and PDF documents by personalizing them to the possible strategic partner, creating shareable links of the proposal that can be easily sent during/after the meeting, debriefing the executive team after the meeting, compiling a punch list of action items for follow up, and sending thank you notes on behalf of the executive team.
• Conduct independent research on potential corporations and associations that align with our demographic and corporate strategy.
• Identify key professional events for potential participation or sponsorship, and compile a list along with a corresponding calendar for the executive team.
• Create a data/knowledge room for pertinent information, marketing materials, and proposals segmented by industry for efficient recall.
• Develop an updatable dashboard to track progress and monitor outcomes with strategic initiatives.
• Oversee the Feedback/Testimonial/Review and reputation management project in collaboration with technology and marketing teams. Ensure that current feedback is updated on our testimonial website, emails are sent to request social and online reviews, and appreciation letters are sent to clients who respond.
• Identify essential deficiencies and propose actionable strategies to enhance communication between departments.
• Assist in planning special internal and external events as needed.
• Participate in new product launches when required.
• Support special projects and perform additional duties as needed.

 Required Qualifications:

• Bachelor's degree; MBA a plus.
• Minimum of four (4) years of relevant experience in administrative or business management preferred.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams), Google Suite, and CRM systems, with a quick aptitude for learning new technologies.
• Impeccable written and oral communication skills.
• Strong organizational, time management, planning and prioritization abilities.
• Meticulous attention to detail, high degree of accuracy, and proficiency in proofreading and copyediting.
• High level of discretion and commitment to confidentiality.
• Capable of multitasking and maintaining focus in a fast-paced, dynamic environment with the ability to meet tight deadlines in a "need it yesterday" culture.
• Strong attention to detail while managing multiple tasks with urgency, accuracy and professionalism.
• Skilled at building rapport with a diverse range of personalities across the executive and management teams.
• Willing to be available after hours as necessary.

Additional Details:

• This is an on-site position. Candidates must have reliable transportation and be in the office by 8:45 a.m., ready to start work at 9:00 a.m.
• Working hours are Monday to Thursday, 9:00 a.m. to 5:30 p.m. EST, and Friday, 9:00 a.m. to 4:30 p.m. EST.
• Candidates will be asked to agree to a background check for this position.
• This position will have extensive room for growth.

Additional Benefits:

• Medical benefits (Oxford), Cigna dental/vision, and 401(k) offered after a 60-day probationary period
• Paid personal, vacation, and sick time.
• You are classified as a W-2 employee and will be paid your base salary from the first day of employment.

Compensation:

• Compensation includes a base salary range of $65,000 - $95,000 per year