Mailroom & Marketing Assistant

National Defense Industrial Association - (NDIA); Arlington (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

The National Defense Industrial Association (NDIA) is seeking a dual-role Production, Mailroom & Marketing Associate in Arlington, VA. The position combines mailroom management, printer/copier oversight, and support for the graphics team and email campaigns, reporting to the Director, Information Production Office.

You will coordinate with staff across departments, help update the NDIA website, and assist with event promotions, marketing materials, and communications.

Qualifications

• High school diploma or equivalent.
• Experience with Windows 10, CMS, and basic design tools is preferred.
• Strong attention to detail and ability to follow processes.
• Willingness to learn new software and equipment.
• Excellent customer service and communication skills.
• Team player with proactive problem-solving approach.

Responsibilities

• Manage daily mail and package distribution and courier deliveries.
• Maintain and service mail room equipment (copiers, fax) and coordinate repairs.
• Assist production tasks: color/ B/W printing, trimming, assembly.
• Support marketing materials creation and email campaigns with the team.
• Update website content and coordinate with NDIA stakeholders.
• Assist with membership renewal materials and NDIA merchandise.
• Learn HTML basics for formatting email templates.

Skills

Windows 10

Graphic design basics

CMS experience

Attention to detail

Customer service

Communication skills

Willingness to learn

Education

High school diploma or equivalent

Tools

Adobe Creative Suite

Canva

CMS platforms

Job description

The Production, Mailroom & Marketing Associate plays a dual role in mailroom and production operations, production marketing, and email marketing support. This position is responsible for managing mail operations, overseeing copier/printer services, supporting the graphics team, ensuring website content updates, and assisting with marketing materials and email communications. The Associate works closely with the Email Marketing Manager, Graphics Team, and meeting planners to ensure effective execution of marketing and communication strategies. This position reports to the Director, Information Production Office and does not have direct reports. All marketing-related responsibilities are coordinated with the Sr VP of MarCom to ensure proper prioritization and alignment with overall department goals. Additionally, the Associate serves as a key point of contact for colleagues across departments, ensuring smooth execution of marketing and production tasks.

Mail room & Production

• Advise staff on cost-effective mailing options and coordinate with suppliers and print/mail houses as needed.
• Manage daily mail and package distribution, including courier deliveries and pickups.
• Coordinate with NDIA business centers to assess mailing needs, including related materials such as envelopes and stationery.
• Maintain and service mail room equipment, including copiers and fax machines, and coordinate repairs when necessary.
• Assist in tracking equipment usage and report any issues to vendors.
• Support production tasks such as color and B/W printing, trimming, and assembly.
• Manage and replace toner supplies for office printers.
• Report production equipment usage costs to the Accounting department.
• Assist with distributing membership renewal materials and merchandise for NDIA and its affiliates.

Production Marketing, Graphics, & Email Marketing

• Work closely with the Email Marketing Manager to ensure smooth execution of email campaigns.
• Assist in production marketing efforts, including creating, formatting, and distributing marketing materials.
• Support the graphics team by helping with design tasks and ensuring marketing materials meet brand standards.
• Ensure all marketing content, including event promotions and announcements, is up to date on the NDIA website.
• Serve as a key point of contact for colleagues across departments, providing support and guidance as needed.
• Assist in managing email campaigns using Higher Logic.
• Coordinate with meeting planners for email content edits and approvals.
• Learn and apply basic HTML for formatting and troubleshooting email templates.
• Perform other duties as assigned.

Qualifications

• Proficiency in Windows 10, including installation and configuration.
• Basic knowledge of graphic design tools (Adobe Creative Suite, Canva, or similar) is a plus.
• Experience with content management systems (CMS) for website updates is preferred.
• Strong attention to detail and ability to follow processes accurately.
• High school diploma or equivalent.
• Willingness to learn new software, systems, and equipment.
• Excellent customer service and communication skills.
• Dependable team player with a proactive approach to problem-solving.

Disclaimer

NDIA and its affiliates provide equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, age, national origin, physical or mental disability, military or veteran status, genetic information, or any other protected classification.

ADA Specifications

This is an office position and may require some bending and lifting and requires the use of a computer and office machines.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.