Office & Events Coordinator

Job Description
Coordinate, oversee and perform a wide variety of administrative
and support services for the Events Director, Publisher and staff.
Manage general office needs, support sales team, as well as the
execution of local events. Serve as the local benefits and human
resources liaison, coordinating closely with Corporate. Ensure
office operations run smoothly and recommend improvements where
needed.
Duties
Event Support
A.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.
B.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.
C.Social Media: Manage the events twitter account and schedule
marketing posts on other channels
D.Event Volunteers: Coordinate internal and external
volunteers
E.Virtual Events: Work with the corporate events team to coordinate
and execute virtual events.
F.Post-Events: Create a post-event recap report for use with
sponsors and partners.

Office Administration
G.Postage and Mail: Maintain postage machine, create postage
reports and recharge postage balance as necessary. Open and
distribute mail to the appropriate department/person throughout the
office.
H.Post Office and Printer: Be the local liaison with the post
office and printer.
I.Corporate Accounting Assistance: Assist the corporate accounting
department with various items, as requested.
J.Cash Management: Receive checks sent to the market and forward to
the lock box. Notify customers of the lock box address.
K.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.
L.Benefits and Human Resources: 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.

Sales Team Support
M.Salesforce: Assist Account Executives with order entry, and
updates. Be knowledgeable about the system/process - pipeline,
meeting summaries, etc.
N.Accounts Receivable: Assist Account Executives by printing and
sending to customers with tear sheets as needed.
O.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.
P.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.
Q.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.

General
R.Professional Development. Participate in all training offered by
his or her business unit and ACBJ.
S.Community. Participate in business unit-sponsored events
promoting the paper.
T.Other. Take on any other assignment requested by the Publisher or
Business Unit Operating Head.
Skills
Excel, word processing, Salesforce experience a plus; ability to
learn new systems as needed
Experience
Three to five years preferred
Education
High School diploma - 2-year college degree or equivalent
experience preferred