Event, Advertising and Office Administration Coordinator
American City Business Journals, San Antonio, Texas, United States, 78201
Event Support
Assist with event duties as needed; including but not limited to event registration, name tags, set-up/breakdown, communication to attendees, sponsors and honorees. 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. Manage the events social medial accounts and schedule marketing posts on all channels. Coordinate internal and external volunteers. Create a post-event recap report for use with sponsors and partners. Smug Mug photo management. Office Administration
Collect, open and distribute mail to the appropriate department/person throughout the office. Be the local liaison with the post office and printer. Assist the corporate accounting department with various items, as requested. Enter vendor invoices into Workday and assign invoices across the Company along with supporting documentation. Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address. 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. 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. Update, maintain and communicate all internal and external documents used to grow our business. Assist Publisher in preparing the business unit's annual expense budget. Sales Team Support
Assist Account Executives with order entry, and updates. Be knowledgeable about the system/process -- pipeline, meeting summaries, etc. 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. 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. Manage client contract workflow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed. 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. 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. Compile, produce and send the event recap within 1 week of each event. General
Participate in all training offered by the business unit and ACBJ. Participate in business unit-sponsored events promoting the paper. Take on any other assignment requested by the Publisher.
Assist with event duties as needed; including but not limited to event registration, name tags, set-up/breakdown, communication to attendees, sponsors and honorees. 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. Manage the events social medial accounts and schedule marketing posts on all channels. Coordinate internal and external volunteers. Create a post-event recap report for use with sponsors and partners. Smug Mug photo management. Office Administration
Collect, open and distribute mail to the appropriate department/person throughout the office. Be the local liaison with the post office and printer. Assist the corporate accounting department with various items, as requested. Enter vendor invoices into Workday and assign invoices across the Company along with supporting documentation. Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address. 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. 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. Update, maintain and communicate all internal and external documents used to grow our business. Assist Publisher in preparing the business unit's annual expense budget. Sales Team Support
Assist Account Executives with order entry, and updates. Be knowledgeable about the system/process -- pipeline, meeting summaries, etc. 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. 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. Manage client contract workflow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed. 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. 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. Compile, produce and send the event recap within 1 week of each event. General
Participate in all training offered by the business unit and ACBJ. Participate in business unit-sponsored events promoting the paper. Take on any other assignment requested by the Publisher.