Event, Advertising and Office Administration Coordinator
San Antonio Business Journal, San Antonio, Texas, United States, 78208
Coordinate, oversee and perform a wide variety of administrative and support services for the Events Director, Advertising Director, President/Publisher and SABJ staff. Manage general office needs, support the sales team, as well as the execution of local events. Ensure office operations run smoothly and recommend improvements where needed.
This position is a key influencer in preserving and elevating our positive company culture, working collaboratively across all departments, staff, outside vendors, clients and readers. The ideal candidate is detail-oriented, organized, fast paced, a strong collaborator and consistently positive.
Work Schedule:
Monday-Thursday: 8:30 AM - 4:30 PM (includes 1 hour unpaid lunch) Friday: 8:30 AM - 12:30 PM (32 hours per week, in office). Schedule may vary some weeks throughout the year and include required evening hours between Monday - Thursday for scheduled SABJ events.
Event Support
Pre-Event: Assist with event duties as needed; including but not limited to event registration, name tags, set‑up/breakdown, communication to attendees, sponsors and honorees.
Event Marketing: Work with business designer to produce creative for promotion of events and nominations, signs and other materials used during an event. Coordinate email sends with corporate email marketing team.
Social Media: Manage the events social medial accounts and schedule marketing posts on all channels.
Event Volunteers: Coordinate internal and external volunteers.
Post‑Events: Create a post‑event recap report for use with sponsors and partners. Smug Mug photo management.
Office Administration
Mail: Collect, open and distribute mail to the appropriate department/person throughout the office.
Post Office and Printer: Be the local liaison with the post office and printer.
Corporate Accounting Assistance: Assist the corporate accounting department with various items, as requested.
Receive and Enter Invoices: Enter vendor invoices into Workday and assign invoices across the Company along with supporting documentation.
Cash Management: Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address.
Business Unit Office: Manage all general office needs including telephone system, equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment.
Employee Support: Coordinate employee onboarding, to include new employee orientation, office set up, business cards and I‑9 verification. Assist employees in locating the correct employee service such as help desk, benefit service center, employee self‑service tools, eagle‑i and SharePoint. Coordinate and execute internal staff appreciation events and professional development training and meetings.
Editorial Calendar, Office Planning Tools & Media Kits: update, maintain and communicate all internal and external documents used to grow our business.
Budget: Assist Publisher in preparing the business unit's annual expense budget.
Sales Team Support
Salesforce: Assist Account Executives with order entry, and updates. Be knowledgeable about the system/process -- pipeline, meeting summaries, etc.
Accounts Receivable: Assist Account Executives by printing and sending to customers with tear sheets as needed. Every Friday, any Accounts with 90‑day outstanding invoices should be sent an email reminding them it is due; account executives should be copied.
Advertising Operations: Download and compile Production report every Wednesday. Review and compare production report to the print dummy every week. Upload and handle all house ads that need to match the print dummy every week.
Contract Administration: Manage client contract workflow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed.
Sales Collateral: Become expert in the SwiftPitch system and support the sales team in its use, as well as the local advertising and marketing resources found on Sharepoint.
Corporate Coordination: Coordinate on behalf of the Publisher and Ad Director with the Corporate Accounting, National Sales Team, Clients Services, National Design Desk and other Corporate Resources as needed, to help ensure our clients have a positive experience with the Business Journal, and revenue generation is supported in general.
Advertising Event Recaps - Compile, produce and send the event recap within 1 week of each event.
Professional Development: Participate in all training offered by the business unit and ACBJ.
Community: Participate in business unit-sponsored events promoting the paper.
Other: Take on any other assignment requested by the Publisher.
Skills And Experience
Education: High School diploma - 2 to 4 year college degree or equivalent experience preferred.
Experience: Three to five years preferred.
Specific Skills: Proficient with MS Office products (Excel, PowerPoint, Word, Forms, etc.); Ability to use Web Based communication tools required (Teams, Zoom, etc.); Canva, Workday, Salesforce experience a plus; ability to learn new systems as needed.
Benefits The well‑being of our employees is paramount. For that reason, ACBJ offers a variety of rich and competitive benefits including bundled health, dental and vision plans designed to meet our employees' needs. We also provide programs to support mental health and wellness and a generous time‑off policy in support of taking the time needed to recharge. Here are just a few of our programs:
Paid Parental Leave
401K Plan with Employer Match
Flexible Spending Accounts
Employee Assistance Program
Multiple Employee Dependent Scholarship Programs
Commuter Flexible Spending
Lifestyle Programs (including incentives for healthy habits)
Medical Infertility Services
Corporate discount programs
Employee Recognition/Service Awards
And so much more! (Benefits coverage indicated above may be based on employee participation in benefit programs and eligibility)
This Company is an Equal Opportunity Employer. The Company considers applicants for all positions without regard to race, color, religion, national origin, gender, age, marital status, disability, veteran status, sexual orientation, genetic information or any other characteristic protected by applicable city, state or federal law.
COMPENSATION: $20 to $25 per hour range based on experience.
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This position is a key influencer in preserving and elevating our positive company culture, working collaboratively across all departments, staff, outside vendors, clients and readers. The ideal candidate is detail-oriented, organized, fast paced, a strong collaborator and consistently positive.
Work Schedule:
Monday-Thursday: 8:30 AM - 4:30 PM (includes 1 hour unpaid lunch) Friday: 8:30 AM - 12:30 PM (32 hours per week, in office). Schedule may vary some weeks throughout the year and include required evening hours between Monday - Thursday for scheduled SABJ events.
Event Support
Pre-Event: Assist with event duties as needed; including but not limited to event registration, name tags, set‑up/breakdown, communication to attendees, sponsors and honorees.
Event Marketing: Work with business designer to produce creative for promotion of events and nominations, signs and other materials used during an event. Coordinate email sends with corporate email marketing team.
Social Media: Manage the events social medial accounts and schedule marketing posts on all channels.
Event Volunteers: Coordinate internal and external volunteers.
Post‑Events: Create a post‑event recap report for use with sponsors and partners. Smug Mug photo management.
Office Administration
Mail: Collect, open and distribute mail to the appropriate department/person throughout the office.
Post Office and Printer: Be the local liaison with the post office and printer.
Corporate Accounting Assistance: Assist the corporate accounting department with various items, as requested.
Receive and Enter Invoices: Enter vendor invoices into Workday and assign invoices across the Company along with supporting documentation.
Cash Management: Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address.
Business Unit Office: Manage all general office needs including telephone system, equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment.
Employee Support: Coordinate employee onboarding, to include new employee orientation, office set up, business cards and I‑9 verification. Assist employees in locating the correct employee service such as help desk, benefit service center, employee self‑service tools, eagle‑i and SharePoint. Coordinate and execute internal staff appreciation events and professional development training and meetings.
Editorial Calendar, Office Planning Tools & Media Kits: update, maintain and communicate all internal and external documents used to grow our business.
Budget: Assist Publisher in preparing the business unit's annual expense budget.
Sales Team Support
Salesforce: Assist Account Executives with order entry, and updates. Be knowledgeable about the system/process -- pipeline, meeting summaries, etc.
Accounts Receivable: Assist Account Executives by printing and sending to customers with tear sheets as needed. Every Friday, any Accounts with 90‑day outstanding invoices should be sent an email reminding them it is due; account executives should be copied.
Advertising Operations: Download and compile Production report every Wednesday. Review and compare production report to the print dummy every week. Upload and handle all house ads that need to match the print dummy every week.
Contract Administration: Manage client contract workflow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed.
Sales Collateral: Become expert in the SwiftPitch system and support the sales team in its use, as well as the local advertising and marketing resources found on Sharepoint.
Corporate Coordination: Coordinate on behalf of the Publisher and Ad Director with the Corporate Accounting, National Sales Team, Clients Services, National Design Desk and other Corporate Resources as needed, to help ensure our clients have a positive experience with the Business Journal, and revenue generation is supported in general.
Advertising Event Recaps - Compile, produce and send the event recap within 1 week of each event.
Professional Development: Participate in all training offered by the business unit and ACBJ.
Community: Participate in business unit-sponsored events promoting the paper.
Other: Take on any other assignment requested by the Publisher.
Skills And Experience
Education: High School diploma - 2 to 4 year college degree or equivalent experience preferred.
Experience: Three to five years preferred.
Specific Skills: Proficient with MS Office products (Excel, PowerPoint, Word, Forms, etc.); Ability to use Web Based communication tools required (Teams, Zoom, etc.); Canva, Workday, Salesforce experience a plus; ability to learn new systems as needed.
Benefits The well‑being of our employees is paramount. For that reason, ACBJ offers a variety of rich and competitive benefits including bundled health, dental and vision plans designed to meet our employees' needs. We also provide programs to support mental health and wellness and a generous time‑off policy in support of taking the time needed to recharge. Here are just a few of our programs:
Paid Parental Leave
401K Plan with Employer Match
Flexible Spending Accounts
Employee Assistance Program
Multiple Employee Dependent Scholarship Programs
Commuter Flexible Spending
Lifestyle Programs (including incentives for healthy habits)
Medical Infertility Services
Corporate discount programs
Employee Recognition/Service Awards
And so much more! (Benefits coverage indicated above may be based on employee participation in benefit programs and eligibility)
This Company is an Equal Opportunity Employer. The Company considers applicants for all positions without regard to race, color, religion, national origin, gender, age, marital status, disability, veteran status, sexual orientation, genetic information or any other characteristic protected by applicable city, state or federal law.
COMPENSATION: $20 to $25 per hour range based on experience.
#J-18808-Ljbffr