Marketing Specialist, 4A's - She Runs It

Marketing Specialist, 4A’s

By She Runs It

Marketing Specialist

Company: 4 A's
Location: New York City

The 4A’s is seeking a Marketing Specialist to support our SVP, Marketing, Communications & Events. This role will be a balance of project management and administrative support. It will also include addressing needs within the team with a range of tasks that assist in achieving the organization’s goals and objectives. The candidate will manage the day-to-day tasks — leading all aspects of schedules, preparing for meetings, and coordinating events — in addition to taking on special projects, and solving problems of all magnitude. The role will require strong organizational skills and effective coordination skills with 4A’s practice areas. This is a highly visible position with exposure to all levels of staff and key internal and external stakeholders.

Qualities that will help you thrive in this role:

  • Strong communication and organizational skills
  • Strategic mindset
  • Attention to detail
  • Competency to manage multiple priorities simultaneously
  • Ability to exercise confidentiality and complete discretion
  • Strong bias towards proactive delivery

Position Responsibilities:

  • Provide high-level administrative and project management support on a wide variety of tasks assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties, managing incoming queries and requests.
  • Assist the SVP with research on special projects and initiatives.
  • Assemble and synthesize data, prepare briefs and presentations, and provide relevant background material and information for marcomm projects.
  • Serve project management function by triaging questions, issues, and tasks received by the SVP to proactively identify and prioritize critical issues, working with marcomms team and stakeholders, as necessary.
  • Serves as a key conduit for all SVP’s staff, sharing key information, materials, and deadlines.
  • Manage expense reporting, process vendor invoices, and support annual budget process.
  • Plan/coordinate meetings, prepare agendas, attend meetings and collaborate with Project Manager to ensure tasks are in the workflow. May further prepare meeting briefing documents by taking and disseminating notes and formulating post-meeting action item lists.
  • Coordinate event logistics collaboratively with the Events Manager, including space, audio-visual facilities, catering, travel, and transportation.
  • Works with VP, Marketing, Project Manager, and Social Media Manager to update content, as needed.
  • Uses web CMS (content management systems), design software, and digital document sharing platforms to make content edits or updates for various deliverables/initiatives.
  • Coordinate registration for events and sponsored webinars to ensure a smooth process for members and industry registrants while addressing any issues.
  • Manage digital filing system to maintain marcomm files and assets.
  • Monitor a high volume of marcomms email boxes to help manage responses and forward requests/inquiries to appropriate staff, etc., ensuring relevant team members stay informed of the status and completion.
  • Deal professionally with highly sensitive and confidential matters and materials.

Qualifications & Position Requirements:

  • Minimum seven years’ experience in fast-paced support/administrative position
  • Highly organized, able to juggle multiple priorities with strong administrative skills and attention to details
  • Maintain a work ethic that mirrors the organization’s culture and values
  • Exercise sound judgement when dealing with sensitive and confidential matters
  • Strong written and verbal communication skills
  • Excellent attention to detail and organizational skills
  • Strong interpersonal and relationship-building skills
  • Ability to work collaboratively and be a team player
  • Adaptable and open to ongoing change
  • Respectful and professional at all times
  • Earns the trust of C-suite staff and members
  • Expert knowledge of Word, Excel, PowerPoint (Adobe Creative Suite, not necessary but a plus)Experience using Google Workspace (e.g. Gmail)
  • Experience with database management system
  • Tech savvy, can easily navigate booking and reservation systems
  • Strong team player, able to collaborate well with others regardless of location or practice area
  • Resourceful and able to work with minimal supervision

About the 4A’s:

We focus on core values of Passion, Agility, Curiosity, and Collaboration as we partner together to support and champion 4A’s members to help their business thrive as we also strive to move the advertising industry forward.

  • Great team with a strong mission and incredible energy
  • Medical, Dental, and Vision Insurance
  • 401(k) program
  • Company-paid: Life, Spousal Life, and Dependent Life Insurance; Disability coverage
  • Generous PTO and company leave, including Summer Fridays, Volunteer Days
  • Week off between Christmas & New Year Holidays
  • Flexible work environment (all staff are remote until Labor Day, 2021; the office will be open to staff at their discretion thereafter)
  • Enviable work/life integration

The 4A’s was established in 1917 to promote, advance, and defend the interests of our member agencies, employees and the advertising and marketing industries overall. We empower our members to drive commerce, spark connections, and shape culture through infinite creativity. With a focus on advocacy, talent and the value of creativity and technology to drive business growth and cultural change, the organization serves 600+ member agencies across 1,200 offices, which help direct more than 85% of total U.S. advertising spend. The 4A’s includes the 4A’s Benefits division, which insures more than 160,000 employees; the government relations team, who advocate for policies to support the industry; and the 4A’s Foundation, which advocates for and connects multicultural talent to the marketing industry by fostering a culture of curiosity, creativity and craft to fuel a more equitable future for the industry.

The 4A’s is an equal opportunity employer. We are committed to a work environment that supports, inspires, and respects all individuals and in which personnel policies are applied without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship, or other protected characteristic.

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