Administrative Assistant, Marketing & Communications Full Time NEW

Shriners Children’s is an organization that respects, supports, and values each other. Named as the 2025 best mid-sized employer by Forbes, we are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience define us as leaders in pediatric specialty care for our children and their families.

All employees are eligible for medical coverage on their first day! In addition, upon hire all employees are eligible for a 403(b) and Roth 403 (b) Retirement Saving Plan with matching contributions of up to 6% after one year of service. Employees in a FT or PT status (40+ hours per pay period) will also be eligible for paid time off, life insurance, short term and long-term disability and the Flexible Spending Account (FSA) plans and a Health Savings Account (HSA) if a High Deductible Health Plan (HDHP) is elected. Additional benefits available to FT and PT employees include tuition reimbursement, home & auto, hospitalization, critical illness, pet insurance and much more! Coverage is available to employees and their qualified dependents in accordance with the plans. Benefits may vary based on state law.

The Administrative Assistant, Marketing & Communications performs a variety of administrative and clerical duties to support the Marketing and Communicatiosn department at Shriners International headquarters. This individual triages telephone requests from the fraternity (Shriners International), the healthcare system (Shriners Children’s), and the general public on a wide range of topics, always maintaining a professional, calm, and courteous attitude. The Administrative Assistant is also the primary point of contact for managing the Marketing and Communications inbox and responding to emailed inquiries or forwarding on to the appropriate party. The person in this role should be an individual with excellent customer service skills and a strong sense of urgency. A team player with a great attitude and an eye for detail will ensure success in this role.

• Customer service support and triage of calls from the Marketing and Communications department’s main telephone line. Ensure all visitors and callers are greeted in a courteous and professional manner. Calls are transferred to the appropriate party.
• Customer service support and triage of emails from the Marketing and Communications department’s inboxes. Ensure all emails are returned in a courteous, prompt and professional manner or forwarded to the appropriate party.
• Provide coverage for the Shriners International Headquarters’ main telephone line and face-to-face customer service support at the reception area on a daily basis. The Specialist role serves as the primary back up for the front desk when the HQ Receptionist needs coverage for breaks, lunch, or PTO.
• Manage the schedule and delivery of health care mascot (Fezzy) to Shriners Children’s locations or Shriners International chapters or events.
• Manage registration for marketing conferences. Assist with assembling packets and other materials needed for conferences. Create name badges for attendees. Onsite registration support at marketing conferences.
• Coordinate and provide tours to visitors at Shriners International Headquarters.
• Maintain removals and additions to the Shriners Magazine mailing list.
• Maintain databases to track various projects including Dromedary Awards, RSVP lists, and other initiatives.
• Gather and distribute mail daily for and to the Marketing and Communications department.
• Assemble and deliver special mailings and materials in a timely and accurate manner. Assist with assembling materials needed at Imperial session and packing them for mailing. Ensure all materials are ready for shipment by deadline date and all necessary items are packed.
• Provide assistance to the Marketing and Communications department staff by performing duties as required to ensure smooth daily operations and meet deadlines. Coordinate courier service, photocopying as requested, maintain inventory for office and kitchen supplies, etc.
• Maintain and organize Marketing and Communications department storage for both physical and digital assets, collateral, and publications. This can include filing, replenishing on-site publication inventory, and managing storage within our Digital Asset Management system.
• Type and proofread reports, presentations, or other materials as directed. Spelling, grammar, and punctuation of all materials should be proofread and spell checked while in draft form.
• Maintain directories and global email distribution lists for the Shriners Children’s Marketing and Communications team, HDQ Marketing and Communications department, etc.
• Fulfill online ordering requests from the materials ordering site and monitor inventory on the site.

This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

Required

• 3 years of customer service experience
• Proficiency in Word, Outlook and Excel
• Proficiency with multi-line switchboard phone
• High School Diploma/GED

Preferred

• 5 years of administrative or customer service experience
• Bilingual English/Spanish
• Bachelor’s Degree