Marketing, Administrative Assistant

Posted on September 3rd, 2014

Internship – Marketing Administrative Assistant

The MARKETING ADMINISTRATIVE ASSISTANT INTERNSHIP is offered for the fall semester 2014 and is intended to provide a hands-on learning experience within a full-service marketing agency. The intern will primarily assist with agency administration and will also have opportunities to participate in marketing strategy meetings, shadowing agency staff, etc. This is an unpaid internship. Only one internship is offered. This internship is available effective 9/3/14 and will conclude at the end of the 2014 fall semester. The intern is expected to work 15-20 hours a week. Schedule is flexible between 8am-5pm Mon-Fri.

General Duties:
 Assists in the day-to-day administration of the company
 Answer all phones in a friendly but professional manner, and forwards all calls to the appropriate staff members promptly and smoothly. If appropriate personnel are absent of unavailable to take calls, take neat, legible messages, including: name of caller, caller’s company name, phone number (and extension), best time to return call, whether call is urgent, and if possible, a brief note on the nature of the call.
 Sorts mail and faxes
 Assists in setting appointments and managing calendars
 Office supplies and inventory, filing, and general office maintenance
 Internal event planning as directed
 Meets with Directors as required to ensure timely, accurate completion of assigned projects
 Client interface and customer service as needed, including confirmation of appointments, project follow-up and client databases management, etc.
 Manages company inventory of office supplies and other materials
 Manages all company files and filing systems
 Interfaces with outside agencies and vendors regarding office management and client projects, including printers and other supplies, IT technicians, phone systems, office cleaning service providers, etc.
 Ensure maintenance of a clean, healthy office environment for all personnel, and maintains an attractive office appearance for visitors and clients. Includes keeping magazines up-to-date, keeping a supply of company brochure/literature on display, organizing storage of materials, keeping lobby area organized, etc.
 Greets all visitors to agency promptly and in a welcoming manner, and acts as host until appropriate personnel are notified of visitor’s arrival, including offering/preparing beverages for visitor. Notifies appropriate agency personnel of arrival on any such visitors. Receives and signs for all deliveries/courier shipments, fist verifying contents are as stated on the shipping bill. Notifies appropriate personnel of the arrival of any such packages/deliveries.
 Performs local, minor errands as needed, including weekly bank deposit.
 Make sure coffee/water/beverages are available at all times, especially on days when visitors are expected.

Requirements:
 In processes of getting bachelor’s degree from accredited institution and/or appropriate work experience. (Liberal Arts; English; Communications; Business; Marketing; PR)
 Excellent writing, grammar, and punctuation skills and strong command of English language.
 Desire to learn experience and knowledge from a marketing company.
 Computer skills: MS Word, Office, Outlook, PowerPoint, internet required, Gmail.