Office Administrator/Event Coordinator

We are seeking a highly organized, detail-oriented professional to coordinate, oversee, and perform a wide range of administrative and operational support services for the Publisher and team. This role is central to the success of our office operations, sales initiatives, and events execution.

The ideal candidate will manage general office needs, including opening and distributing mail, processing and entering invoices, sending invoices and tear sheets to customers, entering house ads, and assisting with preparation of the annual expense budget in partnership with corporate accounting.

As a vital asset to the events team, this individual will ensure that events and the processes surrounding them run smoothly and seamlessly. Success in this role requires exceptional organization, customer service, attention to detail, multitasking ability, and strong time management skills.

In addition, this position provides administrative support to the Publisher and Sales Team in connection with recognition programs, leadership cohorts, and revenue-generating initiatives, helping drive operational excellence and overall business growth.

• Receive, enter, and route invoices in Workday with appropriate supporting documentation.
• Print and send invoices with tear sheets to customers; manage accounts receivable processes.
• Receive checks sent to the market, forward payments to the lockbox, and notify customers of remittance details.
• Assist Corporate Accounting with reporting, documentation, and other requested items.
• Manage Salesforce order entry and bookings; maintain knowledge of pipeline, opportunities, and internal sales processes.
• Oversee client contract workflow, including electronic contracts and insertion order processing.
• Support the Sales Team with administrative duties related to revenue generation, recognition programs, and sponsor fulfillment.
• Manage weekly production reports
• Serve as lead contact for print materials and coordinate directly with printers and vendors.
• Proof, update, and oversee marketing and event materials to ensure accuracy and timeliness.
• Manage general office operations including opening and distributing mail, maintaining the postage machine and reports, ordering office supplies, paying bills, and coordinating equipment/service agreements.
• Serve as liaison with building management for facilities, repairs, and maintenance.
• Maintain shared filing systems for event trackers, communications, and planning documents; maintain and organize event materials.
• Coordinate employee onboarding with centralized HR partners, including orientation, office setup, business cards, and I-9 verification.
• Assist employees in accessing internal systems and services such as help desk, benefits service center, employee self-service tools, and SharePoint.
• Coordinate and execute marketing plans for each event including social media, email marketing, print, and web promotions.
• Maintain and grow social media presence in support of event and brand initiatives.
• Create and update event registration and nomination pages.
• Track guest lists, sponsor registrations, and attendance counts.
• Organize nomination materials and coordinate scoring processes for judges.
• Serve as primary communication contact for honorees, speakers, sponsors, and partners.
• Execute sponsor benefits including sponsor breakfasts, marketing deliverables, LinkedIn recognition, and recap materials.
• Collaborate with the Events Director on overall event strategy and execution.
• Lead all aspects of event preparation including badges, signage, printed materials, awards, sponsor materials, and logistics.
• Manage event load-in, set-up, and load-out.
• Participate in long-term planning, including development of new events and enhancement of existing programs.
• Assist in event design, theme implementation, and overall experience strategy.
• Keep leadership informed of workflow status and deadlines.
• Work collaboratively across departments to ensure seamless execution of initiatives.
• Share organizational tools and plans to maintain alignment and efficiency.
• Participate in business unit-sponsored promotional events as needed.
  
  

Education: High School diploma -- 2-year college degree preferred.

Experience: Three to five years preferred.

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

Strong capability utilizing MS Office products, Teams/Zoom/Webex, etc, and other technology platforms preferred

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)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. COMPENSATION: $20k-$22k