Description

Marketing & Entertainment Assistant

NATURE OF WORK:

Detailed oriented position which performs professional work in a variety of general support for the Marketing department, Sr. Marketing Manager and Director of Entertainment. 

SUPERVISION:

Work is performed under general direction with questionable cases referred to the supervisor. Reports to the Director of Entertainment and works closely with the Sr. Marketing Manager.

PRIMARY DUTIES:

• Contracts for all shows.
• Administers agreements with building tenants, promoters, and marketing contracts.
• Handles calendar audits for shows in all buildings.
• Manages system for tracking events with event upload information and capabilities.
• Responsible to complete travel reports for Director and Sr. Marketing Manager.
• Maintains and keeps current contact list for promoters, agents and managers.
• Assists the Marketing department with administration functions such as creating letters, memos, and other business correspondence.
• Assemble, log, track all certificates given as prizes, gifts, and door prizes, etc.
• Handle incoming and outgoing correspondence, including emails and phone calls.
• Maintains marketing inventory and places orders as needed.
• Write internal employee communication pieces as needed.
• Maintains, develops, and refines filing systems and procedures.
• May be required to attend meetings and take detailed meeting notes.
• Assist with project management training and daily management of the system.
• Assist in scheduling and organizing various meetings, both internal and external. Publish meeting notes, distribute and track follow up actions.
• Assist with invoice coding and processing per District guidelines. Work within the systems to ensure accurate coding, approval and budget tracking.
• Assists in obtaining cost estimates from outside vendors such as photographers, illustrators, mail shops, printers and marketing suppliers.
• Provide logistical support for larger team meetings, events and conferences.
• Ensure events are listed on local online entertainment calendars.
• Orchestrates and evaluates audience surveys.
• Order supplies as needed for the Marketing department.
• Assists in distributing promotional flyers, brochures, t-shirts, and other promotional items.
• Promotes both internal and external customer services, including fellow employees, contract service providers, event planners and event attendees. 
• Maintains an open line of communication with our clients and employees about our current events and assists with internal/external questions or concerns.
• May be back up for front counter/front desk, and answer telephones, giving and receiving information. Refers questions, comments, and requests to the appropriate person.
• Work nights, weekends and holidays as required.
• Performs other duties as assigned.

Requirements

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• Four (4) year degree and two (2) year experience in Technical Writing, Marketing and/or Communications. Experience can be substituted for educational requirements.
• Ability to communicate clearly, concisely, and professionally, both written and oral.
• Considerable knowledge of contract administration and the applicable laws.
• Proficient in Office 365, and project management systems preferred. 
• Experience in good record keeping and preparing reports, correspondence, charts, forms and other information and instructions.
• Ability to work in a fast-paced energetic atmosphere with a good overall attitude toward fellow employees and clientele. 
• Must be flexible to adapt to changing procedures, systems, and event loads.
• Must be able to work independently, stay focused on overall current objectives and manage time appropriately.
• Must possess strong organizational, prioritization, and time management skills. Proven problem-solving and multitasking skills are essential.
• Ability to work nights, weekends, and holidays as required.

Constantly requires the ability to receive detailed information through oral and written communication. The position requires exerting up to 20 pounds of force frequently, and/up to 10 pounds of force constantly to move objects. The position requires being outside in different weather conditions for some of the events.

SALARY AND STATUS:

Hourly $23.44 - $35.15 Non-Exempt