Office Administrator

Acbj; Pittsburgh (Allegheny County); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

Paid Parental Leave

401K Plan with Employer Match

Flexible Spending Accounts

Employee Assistance Program

Commuter Flexible Spending

Job summary

ACBJ in Pittsburgh, PA seeks an organized Administrative Assistant to coordinate, oversee and perform a wide variety of administrative and support services for the Publisher and staff. Responsibilities include managing mail, invoices, house ads, and assisting with the annual expense budget in conjunction with corporate accounting and event coordination for Bizwomen Leadership council.

The role requires three to five years of experience; proficiency in Excel and word processing, Salesforce

Qualifications

• Three to five years of experience preferred.
• Excel and word processing required; Salesforce experience a plus; ability to learn new systems as needed.

Responsibilities

• Coordinate, oversee and perform administrative and support services for the Publisher and staff.
• Manage office needs, mail distribution, invoices, and advertising-related documents.
• Assist with preparing the annual expense budget with corporate accounting.
• Handle event coordination for Bizwomen Leadership council.
• Assist with onboarding and coordination of staff and vendors.
• Support Advertising department events and meetings with logistics and materials.

Skills

Excel

Word processing

Salesforce

Job description

Coordinate, oversee and perform a wide variety of administrative and support services for the Publisher and staff. Manage general office needs, open and distribute mail, enter invoices, send invoices and tear sheets to customers, enter house ads, and assist with the preparation of the annual expense budget in conjunction with corporate accounting. services, including event function coordination for the Bizwomen Leadership council.

Job Responsibilities

• Review weekly advertising production report and send to Account Executives weekly to ensure accuracy before approving with business designer. Assist with any changes after layout is completed – and only with Sales Director and Editor approval.
• Manage all classified advertising requests from new and existing customers as well as other ACBJ markets. This includes legal advertising, fictitious names ads and posting to the state website. Processes and notarizes all correspondence necessary.
• Mail out publications, tear sheets, etc. for Account Executives. Collect and distribute mail to the appropriate department/throughout the office.
• Receive checks sent to the market and forward to the lock box. Scan checks for a local copy and send to reps. Notify customer of the lock box address.
• Assist the corporate accounting department with various items, as requested, including providing invoices and contact people for payment.
• Handle the general calls and transfer to correct departments. Return calls and follow up on questions from advertisers as soon as practicable, but no later than 24 hours after receipt.
• Coordinate employee onboarding to include office set up, business cards and parking pass. Update office directory as needed.
• Handle paperwork and coordinate all ads for barter/trade/donation accounts with Publisher approval. Create agreements, get signatures, order for tracking and trafficking, update Trade and donation log and arrange for staff to use any seats for events.
• Manage advertising department events including roundtables and other promotional events. Order food/drinks, create name tags, send invitations, and collect RSVPs.
• Keep Sales Director apprised daily of workflow and status of scheduled work, including sales materials and promotional ads. Work collaboratively and cooperatively with members of all other departments.
• Participate in all training offered by ACBJ and the business unit. In addition, he or she should participate in at least one other training opportunity each year, as agreed upon with the Sales Director.
• Be prepared to assist with any other task requested by the Sales Director.

EventSupport:

• Work with advertisingteam and events director to ensure table/event sponsor attendee names are collected and input in the event registration system.
• Provide eventparticipant lists prior to eventsand provide updates on attendance as requested.
• Mail merge attendees for name badges,print and stuff name badges for all events.
• Keep inventory and maintain event supplies.
• Assist with sending/collecting nominee packet submissions for awards programs.
• Print all nominee packets and distribute to judges.
• Assist with contacting honorees with scheduling filming and providing film day information.
• Manage flow of honorees at pre-event filming day and VIP honoree receptions.
• Set up and manage registration table at events.
• Attend all events for set-up and break-down, unless excused by Events Director in advance.
• Be prepared to assist with any other task requested by the Events Director.

Skills & Experience

Experience: Three to five years preferred.

Specific Skills: Excel, word processing, Salesforce experience a plus; ability to learn new systems as needed.

Additional Job Information

The well-being of our employees is paramount. For that reason, ACBJ offers a variety of rich and competitive benefits including bundled health, dental and vision plans designed to meet our employees' needs. We also provide programs to support mental health and wellness and a generous time-off policy in support of taking the time needed to recharge.

Here are just a few of our programs:

• Paid Parental Leave
• 401K Plan with Employer Match
• Flexible Spending Accounts
• Employee Assistance Program
• Multiple Employee Dependent Scholarship Programs
• Commuter Flexible Spending
• Lifestyle Programs (Including incentives for healthy habits)
• Medical Infertility Services
• Corporate discount programs
• Employee Recognition/Service Awards
• And so much more!

(Benefits coverage indicated above may be based on employee participation in benefit programs and eligibility)

Salary Range

22.00 - 25.00 per hour

Compliance Statement

This Company is an Equal Opportunity Employer. The Company considers applicants for all positions without regard to race, color, religion, national origin, gender, age, marital status, disability, veteran status, sexual orientation, genetic information or any other characteristic protected by applicable city, state or federal law.

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This Company is an Equal Opportunity Employer, and does not discriminate on the basis of race, gender, ethnicity, religion, national origin, age, disability, veteran status, or on any other basis prohibited by law. Information on race, gender and national origin will only be used for statistical and recordkeeping purposes, and will not be used in making any employment decisions. All information provided will be kept separate from your expression of interest. Providing this information is strictly voluntary, and you will not be subjected to any adverse action or treatment if you choose not to provide this information. If you do not choose to answer these questions, we ask that you select "Decline to Identify" for each question. Thank you for your voluntary cooperation.