Operations And Marketing Assistant

Lewis PR San Diego , CA 92140

Posted 4 months ago

About LEWIS

We are an entrepreneurial integrated communications agency that has gone from start-up to multi-national in 23 years. We now rank among the top 40 agencies worldwide with 29 offices, 550 employees and revenue of $64m and rising. Our success is due to a combination of factors:

  • talented people delivering award winning campaigns;
  • expanding client relationships into new markets and services;
  • making strategic acquisitions.

Our people, agency and campaigns have not gone unnoticed. We have won many prestigious awards in the last 18 months, including Cannes Lions, Holmes Report, ICCO and PRCA.

Central to our growth has been our policy of reinvestment, with the majority of profits returning to the company to propel development. We can do this because we are independent and 100% employee-owned.

As we enter the next phase of growth, our challenge is not to lose any of our character and values. We will communicate a clear and visible brand in the marketplace. We will continue to promote our entrepreneurialism, agility, creativity, credibility and professionalism. We will ensure that we inspire and help our clients to shape tomorrow. It's an exciting future, and we believe we are at the start of something truly remarkable in our industry.

What we look for in our people

Agile, bold, collaborative, inquisitive and spirited. These are our values and what we look for in every person at LEWIS. As we evolve, grow and expand, we want people that recognize the need to think differently; to understand the full marketing communications mix, even if a specialist in a particular aspect. We want all our people, whether a paid media specialist or media strategist, graphic designer or analytics manager to have an appreciation of the wide and deep capabilities available to clients that work with LEWIS. We want our people to be

  • agile to opportunities;
  • bold in their approach;
  • collaborate with colleagues across different services or offices to deliver amazing work;
  • keep learning and challenging the norm;
  • be spirited and committed to develop themselves, their colleagues and the agency.

About this role

Have you ever wanted to not only contribute to the outstanding culture of an organization, but also help shape it from the ground up? If so, we want you as our Operations and Marketing Assistant to support the LEWIS values in our San Diego office and drive engagement efforts that defines this office.

As the Operations and Marketing Assistant, you will lead the charge of establishing and maintaining a positive, welcoming and desirable office culture. You will foster the environment that you and each of your colleagues comes to work in every single day. You will be the face and beating heart of the office, with your finger on the pulse of everything from operations, marketing, new business, events, logistics and general support for the office. You will have the power to help create the workplace you've always wanted!

Key responsibilities

  • Manages the general office, encompassing "meeting and greeting" clients and guests, answering the phone, routing phone calls, responding to emails and acting as the office ambassador.

  • Manages the general operations and facilities of the office, including the stocking of supplies like stationery and consumables, repairs, machines, etc.

  • Maintains and enhances the general office appearance and aesthetic, including conference rooms, kitchen, common areas, etc.

  • Helps internal marketing team with various project-based initiatives including research, collateral inventory, event support, internal office communications, etc.

  • Manages vendor relations including sourcing new vendors, pricing research, and vendor database maintenance

  • Aids the client engagement team with general new business assignments and operational support including logistics on RFP responses, prospect outreach and new business pitches.

  • Supports internal marketing team with various project-based initiatives including research, collateral inventory, event support, internal office communications, etc.

  • Regularly coordinates employee events and celebrations and introduces ideas and initiatives to promote employee morale and culture

  • Assists the client engagement team with general new business assignments and operational support including logistics on RFP responses, prospect outreach and new business pitches.

  • Maintains inventory and organization of office and kitchen supplies, including managing budgets

  • Receives and distributes mail and deliveries; assists with outgoing mail and packages

  • Coordinates internal and external events and meetings, including catering, conference room booking and setup, information packs, agendas, etc.

  • Manages external contracts, including cleaners (and other vendors), postage machine, stationery, taxis, couriers, groceries etc, ensuring we are getting the best service for the best price

  • Organizes the logistics of any assigned office initiatives and events

  • Prepares, schedules and manages induction/familiarization schedules for new starters and visitors

  • Schedules training sessions and schedules, organizing the logistics for these and encouraging attendance; issues and collates the feedback forms for the sessions

  • Champions local and organizational initiatives, encouraging team participation

  • Manages the office absence calendar

  • Prepares and processes travel and corporate expenses as required

  • Assists with travel coordination and booking

  • Supports account servicing, HR and IT teams with general administrative/coordination tasks.

About you

  • Strong coordination and communication skills gained in customer-facing role (e.g. HR, recruitment, PA, receptionist, operations support)

  • Ability to get along well with people; able to adapt to the needs of each individual you encounter

  • Calm under pressure and able to manage and meet competing deadlines

  • Experience dealing with highly confidential information with discretion

  • Experience in managing a varied and changing workload

  • Confident and collaborative; self-starter with initiative; able to work both quickly and efficiently

  • Creative, "outside the box" thinking that offers unique solutions to problems

  • Proven experience of multi-tasking numerous administrative projects through to completion

  • Excellent presentation, written and verbal communication skills

  • Strong Excel, Word and PowerPoint skills as well as a keen interest in social media

  • Well organized; able to prioritize; strong attention to detail; a pragmatic approach

  • Well presented, confident, energetic, humored - an enthusiastic team player

Remuneration and benefits

  • Basic salary dependent on experience

  • 20 days' vacation per year

  • Health insurance; life insurance

  • 401k with 2% employer match (eligible after 30 days of employment)

This job description is not intended to be an exhaustive list of the responsibilities for this role. Other responsibilities may be added from time to time.


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Operations And Marketing Assistant

Lewis PR