MARKETING ASSISTANT Job at Kennedy Krieger Institute in Baltimore

Overview: Join our marketing communications team! The marketing assistant position provides an entry-level opportunity to join our robust marketing, public relations and digital communications team. This is the perfect opportunity for a recent college graduate who has studied communications, advertising, journalism/writing, digital media, or A/V production. Excellent attention to detail and writing skills are required. This is a hybrid position or onsite. Responsibilities: Process invoices and reimbursements, maintain a digital spreadsheet to track expenditures, and assist with budget tracking tasks as assigned. Use the Lawson system to ensure timely approval and payment of all vendors and update department budgets appropriately. Pull record of transactions from Google ads site, divide the cost to each program, and submit invoices for approval in the Procurement system. Maintain a spreadsheet of digital ads expenditure to track total spent for the year. Reconcile credit card statements for department credit cards. Perform administrative support for the department, to include but not be limited to, serving as the point person for maintenance, housekeeping, and building facilities; assist with large departmental meeting preparation; monitor key services in the department such as copiers, printers, secure waste bins, etc.; coordinate with outside service vendors and other departments to ensure timely implementation of service requests and work orders; take meeting minutes notes as needed for specific meetings. Provide support to the Associate Vice President, Marketing, Communication and Public Relations and department directors with scheduling meetings, filing, and other administrative duties. Monitor the main marketing department phone number daily, directing calls and requests to the appropriate team members. Schedule Marketing, Public Relations and Communications (MPR&C) team meetings and Marketing and Public Relations (MPR) manager meetings for the year. Collaborate with functional leaders to create written content drafts for a wide variety of marketing projects such as forms, web, email, signs, banners, AllHands, the Beacon, etc. Handle shipments, deliveries and other physical organization of materials and supplies, mail merge, print, address envelopes, and prepare for interoffice and USPS mail onsite as needed. Input staff attendance information into the Kronos payroll system, request timesheet approvals from supervisors, and submit time accounting to payroll every other week. Submit time study and project information for the Training Administration National Information Reporting System (NIRS) in a timely and accurate manner. Assist the Public Relations and social media team with media visit coordination. Assist the marketing team with photo and video shoot coordination with participants, Institute security, and facilities. Assist with Institute events including trade shows, fundraisers, and conferences. Maintain inventory of collateral materials created by the Marketing and Public Relations department. Monitor requests for information and fulfill requests for these materials from both internal and external sources, including web requests. Notify the Creative Services Group in a timely manner if reprints are needed. Monitor webmaster messages, review online request forms, and seek supervisor input on responses as needed. Update mailing and e-mail lists in Salesforce and other customer relationship management (CRM) tools as needed. Coordinate new lists and list updates with marketing colleagues and Institute departments. Execute mailings. Support the Digital Services team with monitoring digital sign function/ service requests and digital/online properties (such as YouTube and Localist) to verify and ensure content is accurate, has up-to-date metatags, and complies with brand standards and style guides. Support the internal Digital Asset Management team with photo and consent database maintenance as needed. Assist the video producer with scheduling and executing filming, to include assisting with equipment, reserving room, liaising with the marketing director or manager, and tagging and posting final versions to YouTube and other locations. Work with vendors and independent contractors to secure necessary paperwork and follow up with Institute departments to ensure compliance with regulations. Qualifications: EDUCATION: Associates degree in a communications-related field of study required. Two or more years of relevant work experience may be substituted for this degree requirement at the discretion of the Associate Vice President, Marketing, Communication & Public Relations. EXPERIENCE: Previous work experience in an office environment, preferably in Public Relations, Marketing, digital media, A/V or Advertising environment is desirable. Experience using social media for business purposes, particularly Facebook, Instagram, Twitter, YouTube, and Salesforce CRM preferred. Benefits: Kennedy Krieger Institute offers excellent benefits including medical, dental, vision, 401K with match, tuition reimbursement, free parking and child care subsidies! In addition, we offer rich professional development opportunities.