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 Marketing Assistant/Receptionist send this job to a friend 
Publication or Company Sun & Moon Marketing, Communications, Inc.
Job Title Marketing Assistant/Receptionist
Industry Advertising Agency, Marketing
Job Duration Full Time
Job Location New York, NY

The MARKETING ASSISTANT/RECEPTIONIST is the first member of staff encountered/ spoken to by any visitor/caller to the agency. S/he should strive to always present a friendly but professional appearance and manner. The agency expects this manner to extend to the expert fielding of client calls and the efficient noting of messages. Good voice recognition skills and an outgoing personality should be developed. Reports to the Senior Vice President, Director of Client Services.

The role of MARKETING ASSISTANT is, generally, to provide assistance to the Account Service Staff and to the Agency President in the day-to-day management of accounts.

Covers reception desk at all times except when out of the office or on break. Arranges with another designated member of staff for desk/phones to be covered in event of absence.

Answers all calls in a friendly, professional manner and forwards calls to the appropriate staff members promptly and smoothly.

If appropriate personnel are absent or unavailable to take calls, Receptionist takes neat, legible messages, including: name of caller, callerís company name, phone number, best time to return call, whether call is urgent, and the nature of the call.

Greets all visitors to agency in a welcoming manner, acts as host/hostess until appropriate personnel are notified of visitorís arrival (including offering/preparing beverages for visitor). Notifies appropriate agency personnel of arrival of any such visitors. Makes sure coffee/hot water/beverages are available at all times.

Maintains reception area to ensure a professional and welcoming appearance. Includes keeping newspapers/magazines up-to-date. Supervises recycling.

Receives mail and forwards to appropriate agency personnel. Prepares outgoing mail and correspondence, including typing labels, envelopes, letters, etc.

Receives and signs for all deliveries/courier shipments. Notifies appropriate personnel of the arrival of any such packages/deliveries. Arranges courier pick-ups. Prepares courier mailing labels per instructions provided by staff.

Maintains office supplies/forms in proper order and quantity and places reorders as required, obtaining approval from Office Manager. Orders necessary forms, dockets, etc., through Production Manager.

Maintains Contact Manger database.

Makes bank deposits as requested.

Provides administration and assistance to President, Account Executives, Media Manager and Director of Client Services on day-to-day activities including responding to client phone calls, handling mail/packages, etc., to ensure continued progress of client workflow in the absence of the assigned AE.

Assists President with scheduling meetings, printing documents, travel and restaurant reservations and correspondence.

At direction of President prepares new business documents, assists with new business presentation preparation including filling candy tins and coordinating new business books.

Schedules and sends client e-blasts as directed by AE and SVP.

Updates client websites via backend system at the direction of AE.

Maintains client files, general office files and media files.

Gathers and assembles background information and analyses as needed in development of briefs, etc.

Posts to Craigslist and social media sites for company and client projects.

Is aware of client activities to provide back up should the AE be unavailable.

Provides input in planning stage as requested by AE or Production Manager. Assists in mailings, word processing of final copy, agendas, reports, proposals, correspondence and other materials relating to account service and makes ready for client meetings and presentations.
About Our Company Sun & Moon Marketing is a leading marketing services firm that has a passion for real estate. For two decades we have successfully worked with some of the most prolific real estate influencers in the industry developing strategic integrated marketing campaigns. NYC real estate is at the center of it all and Sun & Moon makes it shine.
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