Administrative Assistant, Marketing & Communications

Job Summary

Rhode Island School of Design (RISD) is seeking an Administrative Assistant to join its Marketing & Communications Group. This team articulates, stewards and promotes RISD’s brand to create connections with the institution by discovering and sharing stories about the RISD community; developing, managing and consulting on all visual and verbal expressions of the institution; and providing direction and support to campus communicators. The team is composed of Creative, Digital Experience and Public Relations.

The Administrative Assistant performs a wide variety of administrative functions to support the Chief Marketing & Communications Officer (CMCO) and helps ensure the smooth and efficient operation of the Marketing & Communications department. The person in this position serves as the department’s central point of contact, coordinator, and liaison and interacts with all levels of the RISD community as well as external parties concerning activities of the department. This position manages the CMCO’s dynamic calendar and tracks and reports on the department’s budget and completes projects relevant to department initiatives and priorities as assigned by the CMCO.  The Administrative Assistant also works with confidential information, acts as a trusted team member to the CMCO and the entire Marketing & Communications department. Successful candidates will have a demonstrated commitment to promoting diversity, equity, inclusion, and intercultural competence in an educational environment.

As an employer, RISD offers a supportive, collegial, and inclusive work environment and a competitive benefits package.

Essential Functions

• Serves as the first point of contact for the CMCO’s office and as a liaison between the CMCO and internal and external constituents. Screens incoming correspondence and telephone calls, assesses the nature and priority, responds or forwards to the appropriate individual; and receives visitors to the office and directs them in the appropriate manner. Represents the CMCO and Marketing & Communications in a professional manner at all times, ensuring needs and requests are handled promptly and appropriately. Builds strong relationships with key contacts across campus.  

• Manages and organizes the CMCO's complex and demanding calendar, and helps this person stay on schedule throughout the day. Assures that all needed meetings are scheduled and that meeting requests are responded to appropriately. Proactively identifies and resolves schedule conflicts. Makes travel arrangements and helps the CMCO prepare for trips. Schedules complex meetings for team leaders at the CMCO’s request.

• Ensures the smooth functioning of daily office operations and helps the CMCO foster a positive team culture. Serves as a resource for team members, providing information and assistance regarding department policies, practices, and processes. Tasks include, but are not limited to: ordering office supplies; organizing team celebrations and gatherings including coordinating catering logistics; contacting Facilities for work orders; keeping printers and copiers running smoothly and arranging service calls when needed; submitting requests to ITS Helpdesk when needed; organizing and taking care of shared office spaces; and coordinating conference calls with remote participants.

• Monitors the Marketing & Communications budget and provides the CMCO and team leaders the information they need to ensure the team operates within its budget. Processes payments and invoices and manages credit card charges for team leaders, ensuring all charges are coded properly. Maintains record systems, including tracking all contracts between Marketing & Communications and external partners. Prepares digestible monthly budget reports for CMCO’s review.

• As assigned by the CMCO, supports the Public Relations, Creative, and Digital Experience teams within Marketing & Communications by completing project tasks including but not limited to assisting with media monitoring and maintaining the accuracy of digital content.

Knowledge/Skills/Experience

• A genuine interest in and understanding of the field of marketing and communications strongly preferred

• Ability to perform complex administrative tasks including managing complex calendars, monitoring budgets, and making travel arrangements

• Ability to work and communicate inclusively and effectively within a broadly diverse community of faculty, staff, and students

• Able to multitask and nimbly manage a shifting workload, prioritizing work effectively and ensuring deadlines are met

• Exceptional organizational skills with strong attention to detail

• Strong written and verbal communication skills 

• Strong solutions-oriented problem-solving abilities, with the ability to proactively identify and resolve challenges

• Strong interpersonal and relationship-building skills demonstrating respect and inclusivity with the ability to positively represent Marketing & Communications to internal and external constituents

• Able to work independently and as part of a team

• Experience handling confidential information preferred

• Proficient working in Microsoft Excel, Word, and Outlook required, proficiency with Adobe Creative Suite Workday HCM experience preferred

• Bachelor’s degree or equivalent combination of education and experience, preferably in marketing, communications, or a related field

Work Schedule

35 hours/week; 12 months/year

Employment Status

Full-time; Non-Exempt

Documents Needed to Apply

Resume (required)

Cover Letter (required)