Executive Assistant, Marketing

Do you want to work for a Championship organization? We have the job for you! The Miami HEAT Marketing division is seeking an Executive Assistant in Marketing! The Executive Assistant for the EVP / CMO will handle all administrative duties and execute executive tasks related to the EVP / CMO, specifically, and the Marketing Division. The Executive Assistant will also support the VP of Marketing regarding contract agreements, event planning, Division tasks, travel, and payment needed for the Game Operations department. The Executive Assistant must be readily available for any events and functions requested from Basketball Operations.

Primary Duties & Responsibilities For Executive Assistant, Marketing

The following are examples of the various essential functions required for duties and responsibilities. The job requirements are not limited to the items on this list.

• Manage EVP/CMO's calendar and appointments.
• EVP/CMO American Express Management.
• Marketing Division purchases.
• Allocate monthly statements.
• Make sure the EVP/CMO has Amex before traveling.
• Manage HEAT Check Gaming American Express.
• Coordinate travel for EVP/CMO, Marketing Department, & Mascot.
• Manage and execute tasks, projects, and activations on behalf of the EVP/CMO.
• Cross-departmental communication.
• Manage marketing comps for HEAT home games:
• Manage ticket usage.
• Inform EVP/CMO of ticket status on the morning of game days.
• Send Marketing leadership staff utilization reports.
• Attend meetings on behalf of EVP/CMO.
• Organize and submit monthly Marketing Division reports for Ownership review.
• Create HEAT gifts for EVP/CMO contacts attending HEAT home games.
• Must have availability outside office hours as needed.
• Assist the SVP of Brand/Chief Creative Officer with a range of tasks, including organizing and setting up meetings, reserving spaces, and coordinating catering.
• Support special projects related to campaign launches and events, such as scheduling photo and video shoots, and contributing to the planning and execution of marketing initiatives.
• Invoice management for Game Operations, Jr. HEAT, and VP of Marketing.
• Dynamics and Concur.
• 150 invoices per month.
• Basketball Operations:
• Player initiatives for all-staff events.
• Coordinate and deliver special retail requests.
• Escort and manage VIP guests.
• Maintain project and contact with Sr. Director of Basketball Development – manage and update Basketball Ops Resource Guides.
• Free Agency visit – Marketing setup and experience.
• Set-up room.
• Conduct research for visiting player and their family.
• Cross-departmental communication for execution.
• Free Agency visit – Marketing setup and experience.
• Set-up room.
• Conduct research for visiting player and their family.
• Cross-departmental communication for execution.
• Coordination of yearly Business of Basketball meeting.
• Playoffs/Finals – setup visiting team ownership room:
• Management of Naming Rights Partner marketing deliverables and changeover.
• Take meeting minutes for biweekly Sr. Staff meetings.
• Assist Social Responsibility with off-site events or activations.
• Manage Kaseya Center exterior lights for external initiatives.
• Invoice management for Game Operations, Jr. HEAT, and VP of Marketing.
• Assist with initiatives for Basketball Operations.
• Maintain project and contact with Sr. Director of Basketball Development – run and update Basketball Ops Resource Guides.
• Free Agency visit – Marketing setup and experience.
• Set-up room.
• Conduct research for visiting player and their family.
• Cross-departmental communication for execution.
• Coordination of yearly Business of Basketball meeting.
• Management of Naming Rights Partner marketing results and changeover.
• Take meeting minutes for biweekly Sr. Staff meetings.
• Assist Social Responsibility with off-site events or activations.
• Manage Kaseya Center exterior lights for external initiatives.
• Manage Music Licensing Rights and compliance
  

Desired 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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education And/or Experience

Bachelor’s degree from a 4-year college or equivalent experience or technical school; Very organized and diligent. Ability to operate and perform at the Executive level. Able to meet tight deadlines and adapt to a fast-paced, fluid environment while balancing multiple tasks at once. Must be proficient in Microsoft Applications including Word, Excel, and PowerPoint. Basic knowledge of Adobe Photoshop.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender/gender identity, age, disability, marital status, sexual orientation, pregnancy, genetic information, national origin, citizenship status, veteran status, and any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws. EOE & DFWP