Administrative Assistant 1
Southeastern Pennsylvania Transportations Authority (SEPTA)
Duties as assigned by the Director of Marketing/Advertising
- Answer telephone and retrieve voice mail from private line. Direct calls to staff as appropriate. This requires familiarity with marketing staff assignments and third party agencies and vendors.
- Schedule meetings with in-house staff and outside parties. Includes coordinating calendars, reserving conference space and ordering refreshments anas needed.
- Assist in maintaining director's calendar, avoiding conflicts and insuring adequate pacing. Schedule meetings for direct as requested by staff or others.
- Type correspondence, staff summaries, job evaluations, etc.
- Receive, sort and review incoming mail.
- File correspondence and other records as needed.
- Order supplies for general office use.
- Select and order promotional giveaways, banners, flags and other materials necessary to insure successful special events.
- Arrange travel, prepare approvals and advance payments for expenses.
- Keeping excel spread sheet of incoming invoices for payment.
- Process third party (ad agency) invoices. Facilitate their timely payment and coordinate with account payable personnel as special circumstances require.
- Work as part of the team to organize high-profile special events, ribbon cuttings, groundbreakings and co-promotions.
- Order and coordinate speaker equipment, tables, chairs, refreshments, decoration, etc.
- Coordinate all aspects of the annual Santa Express promotion.
