Overview:

The Outlook at Windhaven is currently hiring a Sales and Marketing Assistant.

The position is responsible for performing comprehensive administrative support services for the office staff, as well as facilitating the daily operations of the sales office.

With a shared legacy in business and healthcare innovation, Forefront Living's family of care-oriented organizations blends values built on compassion and faith with high-quality senior care - long-term care, Alzheimer's and memory care, skilled nursing and rehabilitation therapies, hospice and palliative care.

These senior care services, along with the celebration of independent living at our senior lifestyle communities, combine to bring deeper meaning to every phase of life for people of all faiths, regardless of race, gender, color, religion, national origin or disability. Forefront Living is the not-for-profit, faith-based parent of Presbyterian Village North, Faith Presbyterian Hospice, and the T. Boone Pickens Hospice and Palliative Care Center.

The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Administrative duties to include the following: prepare and distribute reports and mailings; maintain files; and keep time, expenses and commission sheets for all sales staff and personnel
• Operate and administer CRM database
• Plan and manage social media platforms
• Distribute mailings to individuals on the mailing lists
• Assist in providing tours of the community to prospective residents and applicants as needed, including any open houses or special functions related to sales and/or marketing
• Order office supplies, postage, petty cash and other supply inventory
• Coordinate and complete special project assignments
• Ensure accurate documentation and administration of expenditures including reconciliation of financial accounts (petty cash)
• Organize and prioritize office duties with ability to be flexible with assignments and to assist other team members
• Type, collate and distribute all correspondence and other materials deemed appropriate by sales staff in a timely manner
• Organize, coordinate and assist in planning of special events, including weekend events
• Maintain accurate and timely data-based records
• Prepare accurate reports produced by the CRM
• Provide support for Health Services sales department, once operational
  • Prospecting / Customer Focus / Service Oriented Skills
• Greet visitors / answer and direct telephone calls in a pleasant and professional manner
• Utilize interpersonal and relationship building skills including the ability to interact with prospects, office personnel and management
• Provide telephone support to support the sales effort when needed
• Maintain CRM database effectively and in a timely manner with all inquiries
• Create email blasts, mass mail outs, and general marketing automation
• Act professionally and honestly at all times in the representation of the Community concept of senior living
• Other duties as assigned by Supervisor

Education and Experience Required

• High school diploma or equivalent
• Two to three years experience as Administrative Assistant involving customer service
• Knowledge of social media campaigns and CRM databases

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities Required

• Language Ability:
  • Effective communication with all levels in a professional manner.
  • Excellent oral and written communication and presentation skills
• Mathematical Skills:
  • Ability to perform mathematical functions using a calculator or Excel Spreadsheet
• Cognitive Demands:
  • Must be self-starter, attentive to detail and possess excellent organizational skills
  • Positive attitude and approach to change and improvements
• Ability to handle priorities in a constantly changing environment
• Computer Skills:
  • Ability to learn and utilize CRM database
  • Proficient in Microsoft Office (Excel, Outlook, PowerPoint and Word)
• Competencies:
  • Exceptional telephone, secretarial and customer service skills
  • Detail oriented and excellent organizational and follow-through skills
  • Ability to excel in a team environment as well as work independently
  • Ability to follow directions