Administrative Assistant at Indotronix Avani Group Administrative Assistant at Indotronix Avani Group in Waldwick, New Jersey Posted in about 5 hours ago.

Type:

full-time

Job Position:

Executive Assistant/Administrative Assistant III Duration:

6 months

Location:

Franklin Lakes

NJ 07417

Job Summary:

The Central Marketing Support Coordinator provides centralized operational support to four Central Marketing Organization VPs, namely: VP, Digital Experience Management, VP, Global Brand Strategy, VP, Global Pricing and VP, Launch Excellence and Insights. This is not a traditional administrative support role. It focuses on using AI tools to improve speed, quality, and consistency of work, enabling the delivery of structured tasks, coordinating information and meetings in a fast-paced, exciting environment. The successful candidate will be able to demonstrate experience using AI tools for drafting, summarizing, or organizing information (e.g., Copilot-style tools or comparable platforms), and can follow guidance on ethical and compliant use of AI. Curiosity and openness to learning new digital tools are highly advantageous and the incumbent will be the role model of demonstrating how applying AI improves how work gets done. This role combines executive support with structured marketing coordination and AI enabled content preparation to improve speed, consistency, and effectiveness of Central Marketing work.

Responsibilities:

Manages calendars, schedules meetings, and prepares agendas for Central Marketing VPs while ensuring meetings are well-organized and materials are delivered on time. Utilizes approved AI tools to draft summaries, communications, and documents, while developing reusable prompts to drive consistency and efficiency. Leverages AI to identify patterns, risks, and opportunities across VP priorities, streamlining workflows and automating recurring deliverables. Maintains structured folders, templates, and version control in Teams and Point, along with a curated library of effective prompts and outputs. Coordinates cross-functional initiatives, tracks action items through completion, escalates risks when necessary, and improves overall speed, quality, and consistency of deliverables.

Minimum Requirements:

Bachelor's degree preferred in business, marketing, communications, or a related field; equivalent experience may be considered. 8+ years of experience in an executive assistant, administrative, marketing coordination, or operations support role. Experience supporting senior leaders or working in a global, matrixed environment is advantageous. Strong organizational and prioritization capability, with the ability to manage multiple requests at once, keep work on track, and maintain accuracy under pressure. Clear written communication skills, with an ability to translate inputs into concise, well-structured emails, summaries, and presentation materials for executive audiences. High level of digital proficiency across Microsoft 365 tools such as Outlook, Teams, PowerPoint, and Point, along with confidence working in collaborative digital environments.

Preferred Requirements:

Exposure to marketing, digital, or commercial environments is helpful but not required. Disciplined approach to managing information, ensuring files, templates, and materials are well-organized, easy to access, and consistently maintained. Working familiarity with AI tools for drafting, summarizing, and organizing content, with the ability to apply them in a practical and thoughtful way.