Communications & Events Support Assistant

Job Summary

Responsible to assist the Communications and Events Director with external and internal communications and marketing as it relates to Velico’s initiatives in the Beverly, MA office.

Duties

Conference and Meeting Preparation

• Supports Velico in the organizing of conference facilities and the preparation of exhibition spaces, including ensuring all marketing collateral is present, space is fitted to Velico’s requirements, and all logistical elements are planned and monitored in accordance with the annual schedule.
• Assists with internal meetings in Beverly as required and ensures all client onboardings are coordinated effectively and efficiently.

Internal Communications Strategy Execution

• Assists the Communications and Events Director to ensure communication material and communication updates are approved by the Regulatory team, the Chief Operating Officer and Chief Executive Officer.
• Acts as the liaison with external vendors and agencies to produce print and online collateral, accurately and timely.
• Assists the Assist the Communication and Events Director with the delivery of the Communication plan including, web, social media, print and Public Relations channels.
• Assists the Communications and Events Director and the Director of Human Resources with the promoting of internal social media posts.
• Manages the yearly ordering of Employees’ Company Service Awards and notify, in advance, the Director of Human Resources of awards to be issued monthly.
• Supports The Communications and Events Director and the Director of Human Resource with internal company events, including the annual Gala.
• Manages and monitors the Nectar Scheme rollout and Axomo logo apparel partnership with the support of the Communications and Events Director and the Director of Human Resources.

Communications Administration

• Manages the centralized communication, video and photography resources ensuring all materials are current and easily accessible.
• Assists with the management of the contact database ensuring all new contacts are current and categorized.
• Supports the Communication Department with the administration of purchases and subscriptions, generating purchase orders and using the in-house accounting system – Net Suite.

Special Projects

• Supports and assists with any special communications or event project, as needed.

General Responsibilities

• Professionally interacts and maintains effective and open communication with all personnel, vendors/manufacturers and customers.
• Maintains a professional and positive manner and appearance at all times.
• Responsible to perform all duties safely and in a manner consistent with the policies and procedures of Velico Medical.
• Responsible to report all work-related accidents/incidents (e.g., motor vehicle, customer, employee) to the necessary personnel (e.g., Legal Compliance Officer, CEO and President)
• Adheres to all applicable department, production, and company related Operational, Safety and Human Resources policies and procedures.
• Complies with all Federal, State and local laws, including employment-related laws.
• Performs all duties as assigned.

Limitations on Position Responsibilities

This position does not have the authority, without written approval from the President/CEO, to take any of the following actions with respect to the Company (except as expressly provided for in the annual operating budget or otherwise approved by the President/CEO).

Required Education, Training, Knowledge, and Experience:
(Describes the minimum education, training, knowledge and experience which are required to competently perform the job duties of this job).

• Bachelor’s degree in marketing or a business-related field.
• 2+ years of experience with similar responsibilities.
• Excellent working knowledge of computer systems including MS Office Suites including Word, Excel and PowerPoint.

Core Skills, Competencies, and Characteristics: (Describes the core skills, competencies and characteristics that the candidate must display to be successful in this role).

• Excellent verbal and written English communication skills.
• Problem-solving skills including identifying, recommending and implementation of solutions.
• Task oriented with strong organizational and attention to detail skills.
• Required to work cross-functionally within the organization and with external customers and vendors.
• Self-directed and proven skill to work independently, as well as, part of a team.
• Ensures work is completed in the expected timelines and is adept at resolving competing priorities.
• Results-oriented with strong analytical skills and exercises appropriate judgment and makes decisions based on accurate and timely information.
• Possesses a high level of integrity and dependability.
• Maintains a high level of confidentiality.
• Process and improvement focused to implement new procedures to accommodate growth and adaptable to change priorities, as needed.
• Demonstrates exceptional interpersonal skills and fosters strong working relationships and is adept at interacting with diverse groups of people.
• Self-motivated to work efficiently in a team-oriented environment with a high degree of multi-tasking and prioritizing multiple projects/tasks meeting expected deadlines.
• Promotes and fosters a positive behaviour and work environment.
• Strong work ethic; comfortable in a fast-paced, entrepreneurial company environment.

Work Environment: (Describes the characteristics that represent the work environment the employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

• General office environment in which work is usually performed in a sitting position and may require stooping, kneeling, reaching, lifting and carrying during the course of the work shift.
• Required to solely lift and safely move material of up to approximately 25 lbs. during the course of the work shift.
• Maybe required to work overtime (e.g., nights or weekends) to meet monthly, quarterly and/or annual compliance deadlines.
• May require traveling up to 5% of the time via car and air.

Disclaimer

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Other duties may be assigned.

The Company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances changes (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments). I have read and understand the contents of this job description. I understand the responsibilities, requirements and duties expected of me.

I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate my employment at any time and for any reason, and the organization has a similar right.