Pacific Retirement Services

  • Marketing Assistant (Part-time)

    Job Location US-WI-Madison
    Job ID
    Marketing/Media Services
    Location/Org Data : Name
    Capitol Lakes
  • Overview

    Capitol Lakes is a vibrant Continuing Care Retirement Community (CCRC) in the heart of downtown Madison, and a part of Pacific Retirement Services. Located a block off the capitol square, our residents enjoy a beautiful homelike atmosphere and have the finest amenities available within their own community. As a CARF accredited CCRC Capitol Lakes represents the leading edge of what is new in wellness and health care. Enjoy the benefits of working in our 85 bed, 5 Star, Skilled Nursing Facility that values patient centered care.


    We are currently seeking a part-time Marketing Assistant who will be responsible for assisting the Marketing Director in clerical and administrative functions. The Marketing Assistant will respond to questions and requests for information by providing information to persons interested in becoming residents at Capitol Lakes.   


    Work Schedule:  Monday-Friday, 9 a.m.-3:30 p.m. (Hours may be flexible)


    • Assist with staging open apartments with the provided resources
    • As needed or assigned, maintain and update the REPS Database to include (but not limited to) daily maintenance of information, corrections, generate reports and general upkeep.
    • Assist with delegating all Marketing leads among Marketing Personnel after cross referencing leads with the REPS Database.
    • Performs general office duties to include but not limited to: Prepare correspondence, including brochures and information packets; prepare prospect correspondence; post outgoing mail; coordinate and/or assist with direct mail campaigns; accomplishment of special projects or events as assigned.
    • Prepare and distribute reports to include, but not limited to:
      • Marketing Sales Report
      • Apartment Inventory Report
      • REPS Activity Report
      • Future Residency Report
    • Serve as the Receptionist for Marketing Department, meeting and greeting customers, as well as making them comfortable should they need to wait.
    • Maintain all Marketing materials including brochures, office supplies, mail outs and collation of materials; inventory and order materials as needed to ensure availability.
    • Work with new residents assisting them with finish selections for the apartment, and in determining move in date and the coordination of move-in process and initiation of necessary work orders if required after move-in.
    • Assist with helping to implement Capitol Lakes Marketing events on a monthly basis from planning thru execution.
    • Brochure Requests - Responds to requests for informational material about the facility. Enters all requests into the REPS Program.
    • Keep current contact files on all applicants in REPS program.
    • Update weekly Renovation and Census reports as indicated by vacancies, move‑ins and transfers.
    • As requested, assist Marketing Department in planning trips and marketing dinners in cities where presentations are being held.
    • Assist Marketing Department with promotions as requested (Open House, local promotions and Jazz Promotions, etc.)
    • New Residents and Transfers: Prepares and distributes Resident Status Sheet and makes appropriate entries in data-base and census report.
    • Notify all departments and in house personnel of move in dates, keeping all advised of any updated information. Also notify New Resident Hosting committee of specific information on new resident acquaintances and interests.
    • Assist Marketing Department with maintenance of Capitol Lakes’ waiting lists for all new and existing applicants and residents.
    • Inventory Control – Maintains and updates all departmental forms, letters, d-base files and monitor office, brochure and application supplies.
    • Guest Room Reservations – As needed reserve guest rooms for resident’s guests and applicants wishing to stay at Capitol Lakes.
    • Cross train with front desk reception and other Marketing staff as requested or required.
    • Other duties as required or assigned.


    • Must have prior experience in an administrative assistant type function, usually the result of 1-3 years of experience in the field.
    • Knowledge and experience in Public Relations/Marketing environment highly preferred but not required.
    • Must have computer skills at an intermediate level (Microsoft Office)
    • Must have a valid WI Driver’s License and be insurable through company liability insurance company.
    • Must have the ability to coordinate and/or perform multiple functions simultaneously.
    • Job role requires substantive interaction with residents and staff. Interaction on occasion will include family members, and outside community members dealing with resident issues. Requires a high level of tact, persuasion and judgment.
    • Must maintain a well-groomed, professional business appearance, promote and uphold professional office atmosphere at all times while on duty.




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