Advertising Office Coordinator

Location: New York, NY

Department: Advertising Sales

Type: Full Time

Min. Experience: Entry Level

Come party with a million people a day in celebrating important events in their lives! Evite, the world’s leading digital platform, is looking for a passionate and creative Advertising Office Coordinator to join the team onsite in our New York office. We are looking for people who will contribute to our mission of bringing people together to celebrate their most important life moments. Our ideal candidate will be driven by an inquisitive curiosity to learn and innovate while able to pick up new knowledge and skills independently.

Core Capabilities:   

  • Ability to continually and rapidly gather cross-team requirements and create a prioritized list of actions that alleviate or resolve conflicting requirements
  • Proactive and strategic problem solver who can spot and solve issues before they come significant pain points
  • Ability to manage all operational aspects of a team that is doubling in size in a year

Must have Capabilities:

  • Communication - You’re an eloquent speaker who can explain anything to everyone. You are also a clear and concise writer.
  • Critical thinking - You love logic and data. Thinking strategically is your forte. You enjoy diagnosing complex problems and formulating plans of attack to resolve them. You enjoy an environment where everyone is encouraged to add value at the most strategic level.
  • Cultural fit - You have a craving to fit in a fast-paced, high-integrity, low hand-holding environment (but you will get a hug if you need it). EQ is as important as IQ. Bullies need not apply. You want to help bring our “What If” philosophy to life.

 Job Responsibilities: 

  • Support the SVP of Advertising and the Advertising organization at large which includes members of the team working from the Chicago (3 people) and Los Angeles (3 people) offices.
  • Manage and maintain schedules, including scheduling travel and conferences, making appointments, and making changes to appointments or travel, if needed.
  • Prepare and submit expense reports, as assigned.
  • Support the team as they prepare for sales calls, meetings, and related activities.
  • Partner with the corporate office in Los Angeles to create and support a OneEvite employee experience, particularly in supporting integration of the Advertising organization in the NY and Chicago offices.
  • Maintain overall aesthetic appearance and organization of office space, including common areas, meeting areas, kitchen and various storage spaces
  • Greet visitors and determine access to appropriate parties.
  • Work with Community Experience team in planning work events and special office projects.
  • Work with Community Experience lead on purchasing and placing catering orders, as needed.
  • Assist EX team and hiring managers in scheduling job candidates for on-site interviews.
  • Perform light maintenance, cleaning and repairs as needed specifically for non-tech-related items (chairs, tables, sofas, clocks, replace light bulbs, etc.).
  • Collaborate with IT staff to maintain streamlined, functional meeting spaces and maintain and ensure availability of non-technical elements for meetings: whiteboards, cable management, supplies and related.
  • Work as a liaison with building custodial staff and submit online work-orders for repairs and general cleaning provided by building management and staff.
  • Work as a liaison with vendors who provide regular service and maintenance for various office items.
  • Work as first point of contact with office staff for basic desktop support -- connecting to wifi, network printer, video and other peripherals -- and assist execution of basic IT tasks through guidance from primary IT team based in Los Angeles.
  • Maintain supply stocks for kitchen snacks and general office needs.
  • Function as a shipping and receiving center point of contact for all deliveries to the office and occasional shipments and delivery drop-offs.
  • Assist in organizing Emergency Response Training as well as maintain all emergency supplies and on-site equipment.
  • Assemble non-commercial grade shelving, tables, chairs, and other furnishings, as needed.
  • Assist with setting up furniture and additional seating or table space for parties, special events, new hires, visitors and company-wide presentations.
  • Run occasional errands within walking distance of office location.

Other Preferred Requirements:

  • Entry level
  • Bachelor's degree, or equivalent level of experience
  • Ability to be productive in a rapid-paced sales environment
  • Experienced with Microsoft Office Suite, notably Word, Excel, PowerPoint
  • High emotional intelligence and interpersonal skills
  • Problem-solving abilities
  • Extremely detail oriented
  • Customer service experience

Duties, responsibilities, and activities may change at any time with or without notice.

Evite, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment 
without regard to race, color, religion, sex, national origin, age, disability or genetics.

No relocation assistance provided for this position.

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