Job Type – Part-time
Full Job Description
Coordinate, oversee and perform a wide variety of administrative and support services for the Publisher, Sales Director, Events Director and staff. Manage general office needs, open and distribute mail, send invoices and tear sheets to customers, enter house ads, and assist with the preparation of the annual budget in conjunction with corporate accounting. Serve as the local benefits and human resources representative. As well as assists the events director with pre-event, event and post event support.
Skills
Specific Skills: Excel, word processing, ability to learn new systems as needed
Duties
Office Administrator Duties:
Run weekly advertising run report and review with Account Executives weekly to ensure accuracy before turning over to designer. Assist with any changes after layout is completed – and only with Sales Director and Editor approval.
Monitor ads received for insertion and work with sales reps to gather those needed.
Mail out publications, tearsheets, etc. for Account Executives. Collect and distribute mail to the appropriate department/throughout the office.
Receive checks sent to the market and forward to the lock box. Scan checks for a local copy and send to reps. Notify customer of the lock box address.
Assist the corporate accounting department with various items, as requested.
Handle the general calls and transfer to correct departments. Return calls and follow up on questions from advertisers as soon as practicable, but no later than 24 hours after receipt.
Coordinate employee onboarding to include office set up, business cards and parking pass. Update office directory as needed.
Handle paperwork and coordinate all ads for barter/trade/donation accounts with Publisher approval. Create agreements, get signatures, enter into Salesforce for tracking and trafficking, update Trade and donation log and arrange for staff to use any seats for events.
Manage advertising department events including roundtables and other small events. Order food/drinks, create name tags, send invitations and collect RSVPs. Greet guests. Clear room.
Keep Sales Director apprised daily of work flow and status of scheduled work, including sales materials and promotional ads. Work collaboratively and cooperatively with members of all other departments.
Participate in all training offered by ACBJ and the business unit. In addition, he or she should participate in at least one other training opportunity each year, as agreed upon with the Sales Director.
Be prepared to assist with any other task requested by the Sales Director.
Event Support:
Work with advertising team and events director to ensure table/event sponsor attendee names are collected and input in the event registration system
Provide event participant lists prior to events
Mail merge attendees for name badges, print and stuff name badges for all events
Keep inventory and maintain event supplies
Assist with sending/collecting nominee packet submissions for awards programs
Set up and manage registration table at events
Be prepared to assist with any other task requested by the Events Director.
Experience
Related experience for three to five years preferred.
Education
High School diploma – 2-year college degree preferred.
Tampa Bay Business Journal 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.
Contact
Dawn Philips
Sales Manager
[email protected]
