Job Description

The Department Assistant will support the Marketing and Sales Enablement functions, providing administrative and operational support to ensure departmental processes run efficiently and accurately. This position has lots of variety and is ideal for a detail-oriented professional with strong organizational, communication, and computer skills who thrives in a collaborative and fast-paced environment and enjoys serving both internal and external customers. The Department Assistant will perform a variety of clerical and coordination tasks that directly contribute to the overall effectiveness and productivity of the overall business.

Core Functions:

• Support company trade show participation through ordering services and assets, coordinating travel, communicating with show vendors, company staff, and customers, and organizing and executing trade show material packing and shipping.
• Coordinate and book travel for department efforts.
• Track and report on key department inventories, including samples and literature items.
• Support sales and customer collateral needs, including samples, literature, displays, and promotional items, through ordering, approvals, shipping, transportation, and administration of the company online Brand On Demand store.
• Presentation creation and support.
• Department budgeting support, including vendor set up, PO creation and receiving, and expense reports.
• Maintain, update, and organize department documents, spreadsheets, and reports to ensure data accuracy and accessibility.
• Prepare and distribute correspondence, forms, and documentation for internal and external stakeholders.
• Support department projects by collecting, entering, and verifying data in relevant systems or databases.
• Coordinate scheduling, meetings, and communications between team members and other departments.
• Assist with tracking department metrics, goals, or budgets through accurate recordkeeping and timely updates.
• Monitor departmental email inboxes or requests to ensure timely response and resolution.
• Maintain organized filing systems (digital and physical) in accordance with company standards and retention guidelines.
• Provide administrative assistance such as document formatting, data entry, and report generation.
• Collaborate with cross-functional teams to resolve discrepancies, communicate updates, and support process improvements.

Performs other duties and activities related to the department as necessary to support overall operations and responsibilities, even if not specifically listed above.

Key Measures of Success:

• Produces accurate and timely documentation, reports, or data entries to maintain smooth departmental operations.

• Demonstrates responsiveness and professionalism in addressing internal and external inquiries within defined service expectations.
• Maintains organization and accessibility of records, files, and documentation to ensure information is easily retrievable.

• Actively participates in process improvement or efficiency initiatives that enhance departmental performance..
• Consistently exhibits and displays the company’s values of “Own It. Can Do. Act in Love.”

• Own It – Commitment to customers, company, and each other.
• Can Do – Team Player, Open to Change, & Pursuing continuous improvement.
• Act in Love – Treating others with humility, respectfulness, kindness, honesty, patience, and self-control.

Education & Experience:

Minimum Required:

• High school diploma or equivalent.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Exceptional attention to detail and ability to manage multiple priorities effectively.
• Strong written and verbal communication skills.
• Experience in an office, administrative, or support role.

Preferred:

• Associate degree in business administration or related field.
• Experience with ERP systems or other database software.
• Demonstrated success supporting a professional, technical, or manufacturing department.
• Training or certification in Microsoft Office, Excel, or administrative processes.

Physical Demands & Work Environment:

Work is performed in both office and manufacturing environments. This role will routinely utilize standard office equipment, including computers, phones, and printers, to perform core functions, and will also interact with production areas, equipment, or machinery when visiting operational sites. The work requires a combination of sedentary and active tasks, including standing, walking, bending, reaching, driving, and occasional lifting of materials or tools weighing up to 50 pounds.

This role involves working in environments that may be loud, non–temperature-controlled and exposed to outdoor weather conditions. Employees frequently interact with machinery, moving objects, and vehicles. Appropriate personal protective equipment (PPE) must be worn as required by site policy when in designated production or operational areas.

Key Physical Requirements:

• Regular activities: standing, walking, talking, hearing, driving, and performing tasks requiring fine motor skills (e.g., reaching, pushing, pulling, grasping, kneeling, crouching, twisting, bending)
• Occasional activities: sitting, climbing, crawling, and lifting items weighing up to 50 lbs.
• Environment notes: exposure to noise, temperature variations, machinery, moving objects, and outdoor weather conditions; PPE required in designated areas

Reasonable accommodation is available to enable individuals with disabilities to perform essential job functions.

Travel

This position may require up to 5% travel, depending on business needs. Travel may include visits to company locations, client sites, training, or industry events. The amount of travel is subject to change and should not be considered a fixed or ongoing expectation.