Advertising Sales and Event Coordination Assistant

Advertising Sales and Event Coordination Assistant

Job brief:

A position is available for a full-time Advertising Sales and Event Coordination Assistant. This position requires prompt arrival at start of shift, and consistent attendance. Previous experience in print and online advertising sales, event planning/management will be valued in the review of applicants for this position. Knowledge of the hospitality industry is also a plus.

Duties:

• Making phone calls and sending emails to prior and potential magazine and online advertisers
• Consistent follow-up with advertisers, executing contracts, collection of ads, invoicing of ads, keeping of detailed communication with advertisers and communication with the Editor of publications
• Making phone calls and sending emails to prior and potential Tradeshow/Expo Exhibitors
• Consistent follow-up with exhibitors, executing contracts, collection of company logos, invoicing of booth sales, keeping of detailed communication with Exhibitors and communication with the Event Manager
• Making phone calls and sending emails to prior and potential event sponsors
• Consistent follow-up with event sponsors, executing contracts, collection of company logos in multiple file formats, invoicing of sponsorship sales, recording detailed communication with sponsors, and communication with the Event Manager
• Communication with Event Speakers which may include making hotel room reservations and acquiring transportation services
• Assisting attendees with event registration and answering general questions about events
• Researching and collecting contact information for new/potential Exhibitors, Sponsors, and Advertisers
• Making phone calls and generating emails about events, meeting reminders, and information updates
• Coordination of awards and scholarship programs
• Planning meetings and making meeting arrangements (location reservations, menu selection, working with facility staff, etc.)
• Occasional attendance of events (events may be local, state-wide, regional or national and may require traveling and overnight stays)
• Providing general support to in-office visitors
• Pre-setting meeting rooms with refreshments and beverages
• Making coffee and tidying up break room and meeting spaces
• Operation of general office equipment (printers, fax machines, cutters etc.)
• Working with a team to ensure efficient and smooth day-to-day operations
• Use of personal vehicle to run errands and pick up meals and materials for meetings (Mileage will be paid for all trips at current IRS mileage rate if using personal vehicle)

Requirements:

• Educational Background: High School Diploma or GED (Postsecondary Education preferred)
• Pre-employment drug screen
• Pre-employment behavioral/skills assessment
• Valid driver’s license
• Reliable transportation to office and offsite meetings
• Ability to pick up 35 lbs. regularly
• Ability to perform tasks that may require 30 consecutive minutes of standing
• Light manual labor (such as loading a trailer or moving office boxes and furniture)
• Possess basic knowledge of and ability to operate office equipment (training provided)
• Ability to answer multi-line phone system
• Team Player Attitude – the tasks of this position will be varied, change from day to day, and require flexible collaboration with other staff members. The right candidate will always be ready to jump in whenever help is needed by anyone on the staff.
• Ability to effectively use Microsoft Office: Word, Excel, PowerPoint (Publisher experience a plus)
• Ability to use Adobe Acrobat (InDesign experience a plus)
• Ability to use Association Management software (training provided)
• Excellent oral and written communication
• Ability to edit/proof documents for proper use of spelling, grammar, and punctuation
• Possess a HIGH level of multi-tasking abilities
• Attention to detail
• Problem solving skills and an ability to prioritize
• Ability to understand and meet deadlines
• Ability to take notes when receiving instructions
• Ability to refer back to those notes in order to work independently
• Be brave enough to ask questions if unclear about instructions

Benefits

• Overtime pay available for optional evening and weekend work
• Personal Office Space
• Mileage reimbursement for work-related travel in personal vehicle
• Employer-paid SEP (Simplified Employee Pension) IRA contributions after 3 years of employment
• Paid Holidays
• Paid Time Off earned from the start
• Potential for advancement
• Potential for full-time position with paid health insurance for individual or family

Job Type: M-F, 8 hours per day between the hours of 8 am and 4 pm

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• Are you willing to undergo a background check, in accordance with local law/regulations?
• Are you willing to undergo a pre-hire drug test?

Language:

• English (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Dayton, OH 45414 (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person