Marketing Assistant

Reports to:

The Marketing Assistant reports directly to the Vice President Resource Development & Marketing.

Position:

The position is a part-time, approximately 19-20 hours a week not to exceed 1000 hours annually July 1 - June 30.

Overall Responsibilities:

Performs clerical and organizational tasks, which includes but is not limited to:

• Receptionist duties
• Word processing
• Working with Excel spread sheets, PowerPoint and graphic design programs (InDesign or Quark; Illustrator; MS Publisher; Photoshop)
• Copying and collating documents
• Generating and editing letters and departmental materials for accuracy
• Filing, maintaining mailing/database lists (electronic and other)
• Developing and sending meeting notices, taking minutes of meetings, scheduling arranging, and handling the details of the meetings
• Preparing and organizing mailings, mail merges
• Ordering and tracking supplies
• Providing support to department programs and staff
• Coordinating events with invitations, RSVPs, registration, and logistics
• Processing departmental budget items (purchase orders, billings, check requests, etc.)
• Registering staff for events
• Calendaring
• Data base management, queries, writing and editing
• Interfacing with department and organization staff
• Providing written reports of departmental status.
• Graphic design flyers, newsletters, invitations, celebration program, annual report, etc.

Primary Responsibilities - Includes But Not Limited To:

1) Assists VP RD&M as needed on a daily basis for special projects, department needs, etc.

2) Update and maintain a current UWIV website

3) Develop prototype email newsletter using program called Constant Contact

4) Work with UW staff for contents of monthly e-newsletter

5) Maintaining email data base for email distribution of newsletter, invitations, etc.

6) Documents and prepares reports for VP RD&M on user hits, usage and reader retention on Constant Contact and other e-related documents

7) Develop relationship with press

8) Get press releases to right publications

9) Maintain annual master of press releases sent, published

10) Arrange press conferences

11) Schedule radio talk shows

12) Design flyers for campaign

13) Develop marketing campaign materials

a. For schools (Team United Way)

b. For companies

14) Maintain United Way brand with:

a. Partner Agencies

b. Company

c. In-House Documents

15) Write procedures for use of United Way brand

a. Logo

b. Community Matters

c. What Matters

16) Maintain organizational photos

a. Serve as photographer at company events

i. Taking Photograph

ii. Obtaining Permission to Use

b. Maintain photos on company server

i. Organization

ii. Documentation of Name / Event

17) Secure organization sponsorships

18) Develop PowerPoint Presentations with music as needed

19) Designs brochures, invitations, flyers as needed

20) Work with graphic designers as needed

21) Bid on print job

22) Liaison between printer and RD&M office

23) Process all marketing P.O.s and tracks accordingly

24) Prepares talking points for Executive Committee, Executive Cabinet, Super Cabinet, Board and Marketing committee meetings

25) Keeps VP RD&M apprised of campaign related phone calls

26) Obtain bid, quotes, for department projects

27) Other duties as assigned

Qualifications:

Proficient word processing abilities using Microsoft Office Suite, including experience with mail merges and databases

Proficient MS Publisher, Photoshop, Illustrator, PowerPoint with insertion of music

Proficient InDesign (or Quark)

Oral and written communication skills

Demonstrated organizational skills

Ability to multi-task, handling several projects simultaneously and able to handle interruptions, yet stay on task

Detail oriented

Experience with oversight of filing systems

Ability to work in support position

Ability to work independently