Administrative Assistant, Journals & Library Marketing

US-CA-Thousand Oaks
1 month ago
Req #
# Positions
Experience (Years)
Marketing (US) - Marketing


Supports the Executive Director, Journals & Library Marketing, and the Global Director, Library Marketing and provides select support services for Journals and Library Marketing departments.


Essential Job Functions & Responsibilities

The job functions include, but are not limited to, the following:

  • Provide administrative and confidential support for the Executive Director and Global Director, including general administration, project management, and editorial assistance; manage calendar and travel plans, coordinate meetings, manage event planning
  • Arrange meetings and travel for Executive Director, Director and visitors; arrange for in-house hospitality for the departments’ applicants, new hires and visitors
  • Correspond with Director’s/Executive Director’s direct reports, for example, to ensure that information is disseminated, deadlines are met
  • Assist others within the departments in clerical, accounting, and research duties as directed
  • Work with minimal supervision to plan, prioritize, and organize a diversified workload
  • Compile data and other information; create attractive and effective reports; prepare, fact-check, edit presentations, correspondence, memos, charts, tables, graphs, business plans, slide shows, etc in Word, Excel, and PowerPoint
  • Prepare and audit Director’s/Executive Director’s expense reports, credit card statements, check requests; assist with timesheet accounting and administration; liaise on behalf of the Marketing divisions with human resources, finance, IT, and other departments
  • Process department invoices, investigate invoice discrepancies as necessary
  • Compile and write up market, competitive, and other research projects as assigned
  • When requested, discretely assemble confidential and sensitive information
  • Assist with creation and dissemination of convention materials
  • Other duties and projects as assigned

Qualifications & Education

Any combination equivalent to, but not limited to, the following:


  • BA/BS degree
  • 1-3 years' experience with administrative support at an executive level preferred
  • Advanced knowledge of MS Office software products (Word, Excel, PowerPoint, Outlook) required
  • Ability to learn to use software and other information systems tools as assigned
  • Excellent written and verbal business communication skills, including strong grammar and proofreading skills
  • Ability to learn, understand, and carry out departmental operations and procedures
  • Capability to relate to and interact with individuals at all levels
  • Ability to multitask and juggle work


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