Guild Mortgage Company, closing loans and opening doors since 1960. As a mortgage banking firm we are dedicated to serving the home owner/buyer. Our goal is to provide affordable home financing for our customers, utilizing the best terms available while providing a level of professionalism and service unsurpassed in the lending industry.

Position Summary

The Corporate Marketing Assistant plays an important role in the organization by performing a number of activities related to the company’s Marketing functions. The role is responsible, under regular to intermittent supervision, for invoice processing, ordering equipment and office supplies; as well as, product selection and inventory management of the GuildSwag promo store and quality assurance. This position is also responsible for supporting the Chief Marketing Officer in calendaring, meeting planning and expense reporting; as well as, customer support of business cards.

Compensation

This role is a non-exempt position with a Targeted Salary Range of $20/hr to $23/hr.

Compensation at Guild is influenced by a wide array of factors including but not limited to local and federal minimum wage requirements, education, level of experience, and applicant’s geographical location.

Essential Functions

Project Duties: Ensure superior service levels for Corporate Marketing Programs.
Work with a preferred vendor (JNI) to research, cost out, and select promotional products for our Guild Swag. Communicate design specifications for branding selected items and transmit approved art to vendor. Review vendor samples for quality control. Determine inventory quantities based on demand and usage. Fulfill requests for custom orders of promotional items not in inventory. Serve as vendor liaison for store management. Place orders for special events upon request. Generate usage and service level reports. Ensure a consistent cadence of reporting that offers insights about service levels (turnaround times), customer satisfaction and store curation.
Provide project coordination and function as central point person for Displays.
Exhibit booth/tabletop materials and retractable, enabling the field to have the assets they need to stage an exceptional exhibit (throughout the country).
Branch Displays – such as wall art bundles, to be ordered from Guild Swag.
Anticipate, organize, prioritize, and coordinate administrative responsibilities. Contact various personnel to obtain or provide requested information; take initiative to follow-through on pending matters; question information, suggest alternative approaches, and use authority to take action and follow through.
Maintain calendars: schedule and coordinate appointments, determine routing, signatures required and maintain follow-up and meetings, communicate dates, times, locations via e-mail and voice mail; coordinate conference calls and make travel arrangements requiring coordination with multiple individuals and/or departments.
Coordinate events, meetings, conferences with cross-functional departments and/or regions, prepare agendas and set up meeting facilities.
Provide administrative support to department by processing invoices.
Serve as primary liaison for Chief Marketing Officer/Manager, Facilities for Staples ordering, designing the order process and approval of custom business cards for Guild; support department by overseeing supply orders.
Perform various administrative duties including: answer and screen incoming calls, respond to questions or forward to appropriate personnel; distribute, screen and handle mail as authorized or forwards to appropriate personnel; file, copy, and scan documents; create and maintain departmental files; order and maintain office supplies.
Work with preferred vendor (Staples) for accurate business card fulfillment##Quality-check order interfaces and order processes.
Quality-check proofs for acceptable photo images.
Escalate trouble issues to vendor for resolution.
Provides logistical support for photo and video scheduling and coordination of multiple parties.
Confirming shoot locations, sending confirmations, and onsite support.
May attend and/or participate in staff meetings.
Provide responsive and courteous service to team and other departments.
Perform other administrative duties as assigned.

Qualifications

Bachelors Degree directly related to the position or equivalent, required.
Minimum three years' experience total in general administrative assistant event support and coordinating branded merchandise with vendors required.
Highly organized and detail oriented; ability to work in a fast-paced, deadline-driven environment required.
Prior experience with logistics, scheduling, meeting planning and note taking.
Proficiency with formatting data, tables, and charts for executive presentations.
Strong written and verbal communications skills.
Exercises good judgment to sensitive situations and exercise discretion in confidential matters.
Represents the Marketing Department positively as an ambassador to other functional departments as needed.
10-key by touch preferred.
Excellent verbal and written communication skills required.
Highly organized and detail-oriented; ability to work in a fast-paced, metrics-driven environment required.
Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud-based programs, and third-party software applications required.
Commitment to company values.
Customer Service - Proactive attention to each person
Integrity - Do and say what's right
Respect - Treat others with dignity
Collaboration - Listen and work together
Learning - Seek knowledge and strive for improvement
Excellence – Deliver the unexpected

Supervision

Job Scope: Responsible for understanding the department/functional area objectives and goals and how own job contributes to achievement of these goals; may contribute insights and ideas on policies, processes, procedures, and efficiency; may recommend changes and enhancements based on analysis and evaluation of circumstances
Complexity: Problems are often complex and specialized and may involve unprecedented circumstances; resolution requires investigation, analysis and review of professional/organizational standards
Impact: Decisions and actions have an impact on the smooth operation and timeframes of the department, programs/projects; impact on the broader organization is generally indirect
Interaction/Supervision: Acts as a mentor/guide to less experienced professional contributor staff in a similar role; works independently and only under general direction; guided by professional standards, desired outcomes, and project plan specifications

Requirements

Physical: Work is primarily sedentary; mobility in an office setting.

Manual Dexterity: Frequent use of computer keyboard and mouse.

Audio/Visual: Ability to accurately interpret sounds and associated meanings at a volume consistent with interpersonal conversation. Regularly required to accurately perceive, distinguish and interpret information received visually and through audio, e.g., words, numbers and other data broadcasted aloud/viewed on a screen, as well as print and other media.

Environmental: Office environment – moderate noise, no substantial exposure to adverse environmental conditions.

Mental: Learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions in the context of a workflow. This role requires effective adaptation to workplace stressors, including customer service complaints, security responsibilities, and competing priorities. Must be able to adhere to process protocol. Must be able to apply established protocols in a timely manner.

Schedules: Work is primarily performed during the business week, Monday - Friday.

Guild offers a pleasant work environment, competitive compensation and excellent benefits package; including medical, dental, vision, life insurance, AD&D, LTD and 401(k) with employer match.

Guild Mortgage Company is an Equal Opportunity Employer.

REQ#: CORPO017593