Event, Advertising and Office Administration Coordinator

American City Business Journals•Austin, TX

About The Position

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-Duties of the Office Administrator include but are not limited to: 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. General 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.

Requirements

High School diploma
Proficient with MS Office products (Excel, PowerPoint, Word, Forms, etc.)
Ability to use Web Based communication tools required (Teams, Zoom, etc.)
Three to five years preferred.

Nice To Haves

2 to 4 year college degree or equivalent experience preferred.
Canva, Workday, Salesforce experience a plus; ability to learn new systems as needed.

Responsibilities

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.
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.
Assist Account Executives with order entry, and updates.
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.
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.