Job Order: 5345
Staff Representative: Tim Jadwin
Position: Account Assistant
Location: Illinois
Company Summary:
Healthcare communications agency specializing in developing strategic healthcare communications through various sales promotions and educational solutions for healthcare clients.
Description:
The Account Assistant’s (AA’s) main responsibility is to the Account Service team - executing administrative tasks as necessary to allow the team to better manage its projects. Overall, AAs should be prepared to do whatever it takes to assist the agency in getting a project completed on time and on budget. This job is a foot-in-the-door position; its intention is to evaluate inexperienced personnel’s ability to move into the Account Coordinator role. Potential promotability must be demonstrated within the first 6 months.
Account Service (project-by-project basis depending on need)
- FedEx (track and delivery confirmation) and On-Time Courier -- preparation and delivery
- Research of old accounts
- Copies and markups, flagging and highlighting of materials for legal submissions
- Maintenance of closed job ticket files, including pulling sample requests
- Follow-up and inquiry calls
- Issuing and processing POs and helping with updates to OOPs in FileMaker per OOP report
- CD burning
- Alphagraphics (copies & binding) and other errands
- Acquiring references per reference SOP
- Data entry
- Memo, fax cover sheet, and cover letter composition
- Traffic routes
- Sample distribution per Account Service Manual
- Any necessary task as delegated by Account Services team
- Food pickup and meeting setup and cleanup (if delegated from ASM) for meetings
- Changing toner, keeping copier & printer locations clean and stocked as needed
- Kitchen maintenance
- Copying or any necessary task, as requested by agency management
- Journal routing per journal SOP
- Assist Executive Vice President with setup of creative review and management of agency samples
- Assist Art Buyer with award submissions and special projects when necessary
- Assist Production department when necessary
- Assist Receptionist during inventory, receptionist’s lunch, and when necessary
- Can-do attitude (i.e., being prepared to do whatever it takes to get a project completed on time and on budget)
- Organizational ability (i.e., organizing items in a logical structured nature, such that others can quickly follow it)
- Solution-oriented attitude (i.e., efficiently solving problems)
- Attention to details (i.e., taking care of the whos, whats, whens and wheres for all projects)
- Client-image oriented (i.e., being concerned at all times that the client is happy, even if the requests inconvenience the agency)
- Anticipation/Proactivity (i.e., understanding the needs well enough to foresee possible problems, alerting the appropriate people to eliminate the situation in advance or to allow for proper preparation in order to tackle it)
- Leadership (i.e., demonstrating an ability to drive projects and manage them without assistance; making things happen)
- College degree (marketing, advertising or communications preferred)
- Some professional experience preferred -- internships a big plus
- Cooperative disposition, can-do attitude, ability to prioritize tasks, must be able to type, alphabetize, perform basic math functions, pleasant phone voice and easygoing interaction with others
- Experience with Microsoft Word, Excel, PowerPoint & Outlook
- Familiarity with FileMaker is a plus
- Demonstrated communication & leadership skills are a plus
