Fixation Marketing is looking for an enthusiastic, detail-oriented administrative assistant to join our creative, collaborative, dynamic team.
This highly visible role will report to the Senior Director of Accounts and Operations and support administrative and business activities for a staff of 20 in three core areas: office operations, human resources and finance. In many of these areas, the candidate will be a key conduit between the Fixation office and our parent company The FORT Group, located in New Jersey.
The ideal candidate can juggle many complicated and intricate tasks, work efficiently, make multiple deadlines and communicate clearly and professionally to all levels of management, ensuring business operations run smoothly and profitably.
Core responsibilities for this position include, but are not limited to:
Human Resources/Office Culture: Maintain and file confidential HR files; track and communicate PTO requests and balances; maintain office contact, birthday and anniversary lists; assist with onboarding new hires and participate in office culture committee to help maintain good morale and plan staff events
Finance: Process and route invoices for approval; update financial information in our accounting software (Advantage); work with our FORT team members on any process issues/changes; reconcile/track corporate Amex charges and complete weekly expense reports
Office Operations: Answer/route phone, greet visitors/vendors, order supplies and snacks, coordinate shipments and mail, work with vendors for repairs or installations, check company email inbox and physical mailbox, arrange staff travel, maintain front office handbook, ensure office cleanliness and orderliness, communicate with staff on any building or staff bulletins and communicate with the building on any office requests or issues
Occasional local travel; at least one trip per year to The FORT Group in New Jersey
Competitive salary, health insurance, 401K, FSA, Summer Fridays, team-building events
- 3+ years of experience providing administrative support in a professional office
- Detail and deadline oriented
- Excellent written and verbal communicator
- Ability to multitask and change direction quickly
- Focus on customer service and satisfaction
- Familiarity with working in databases and/or accounting software systems
- Proficiency in Microsoft Office Suite, specifically PowerPoint and Excel
- Quick learner
- Creative problem-solver
To apply, please send cover letter and resume to firstname.lastname@example.org.
Fixation Marketing is one of the leading strategic marketing firms in the nation specializing in integrated marketing campaigns for associations to increase membership and grow their events and trade shows. In 2018, Fixation merged with The FORT Group, an award-winning full-service marketing communications company headquartered in Ridgefield Park, NJ. Together, the companies provide a wide range of in-house services, including digital products and campaigns, production services and website design and development.