Job Description

The Office Assistant position is ideal for someone looking for an active support role within a dynamic organization – a role with room for advancement and opportunity to learn about marketing and the variety of industries that we serve. The ideal candidate for this position must be eager to learn, have solid Microsoft Office skills, and have a sharp, go-getter mindset. General office management, support expertise, and some level of experience with database customer relationship management (CRM) systems are a plus. The core duties of this position are as follows:

Primary Position Duties:

Leverage our Agency Management system (Workamajig) to:

• Open projects and set estimates
• Develop and send invoices
• Log vendor invoices
• Create purchase and insertion orders
• Assign and track projects within the agency to maximize productivity and efficiency
• Create reports as needed

Dedicated Marketing Support for the McD Client: The Illinois Society for Healthcare Marketing & Public Relations (ISHMPR):

• Execute activities to support social media plans.
• Create new profiles and pages (Facebook, X, LinkedIn, YouTube, etc.)
• Upload multimedia files to social channels such as videos, photo albums, etc.
• Make necessary updates in various website content management systems as directed.
• Provide assistance in managing healthcare association marketing associated with membership renewals, healthcare conferences, and awards submissions.

Special Projects

• Take on special marketing research and public relations projects as assigned
• Support agency new business efforts through list building, database management, email marketing and other tactics

Additional Office Support Duties:

Mail & Shipments

• Sort and distribute mail as necessary
• Prepare outgoing mailings
• Support account executives by managing mailings to new client prospects
• Filing, facility support

Minimum Education Requirements

• Associate degree in business, marketing, or a related field (Bachelors preferred)

Physical Requirements:

• Lifting (cases of paper, moving boxes of files)
• Traveling up and down stairs within the office
• Looking at a computer screen for long periods
• Sitting for long periods
• Fast-paced, multi-tasking, solving, or referring problems to various members of the team
• Solid deadlines with urgent issues arising can be stressful, must be able to manage stress
• Driving locally to run errands

Hourly Part Time/Flex Time/Full Time

Benefits of Full Time*:

• Competitive pay plus incentives
• 401K and Profit sharing
• Health insurance
• Group dental and vision insurance
• Discounts on pet insurance
• Paid time off plus paid holidays
• Quarterly & year-end bonuses
• Flexible hours
• Fun, fast-paced environment
• The opportunity to work with some really cool, talented people who know how to get results.
• Learn multiple industries, including healthcare, agriculture, finance, tourism, and more.

*See employee handbook for details and eligibility requirements.

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