Mailroom & Marketing Assistant

POSITION SUMMARY

The Mailroom & Marketing Assistant at NDIA is a multifaceted role primarily focused on supporting our in-house publication efforts. This individual will be responsible for the production and editing of documents and presentations using Adobe InDesign, Microsoft PowerPoint, and Microsoft Word. Additionally, the role involves managing both paper mail and email processing, as well as light web page editing tasks. This is an excellent position for someone who is highly reliable with a can-do attitude has design and production skills and wants to break into the industry.

Key Responsibilities:

· Operate and manage in-house printing services to ensure timely production of NDIA publications.

· Edit and format files using Adobe InDesign, ensuring all documents meet established design and quality standards.

· Assist in the creation and modification of presentations using Microsoft PowerPoint, along with routine document editing in Microsoft Word.

· Handle the processing of incoming and outgoing mail, coordinating the distribution of materials as necessary.

· Manage email communications, including the preparation and dispatch of NDIA-related information.

· Perform light editing and updates to web pages to ensure content accuracy and relevancy.

· Manage, order and maintain office supplies

This position reports directly to the Director of Information Production Services and works closely with various departments to support NDIA’s operational and marketing needs. The Production Assistant plays a crucial role in the seamless execution of NDIA’s communication and publication strategies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Mailroom & Production

· Advise staff on cost effective mailings as appropriate to their mailing needs and delivery schedules and coordinate with suppliers and print/mail-houses on NDIA requirements/guidelines as needed.

· Pick-up, distribute, and process mail and packages, per established pickup and delivery schedules and routines. Arrange for courier deliveries and pickups. Contact carriers and storage companies to pick up as needed.

· Under direction of the Director, Information Production Office, the incumbent coordinates with NDIA business centers to determine and satisfy normal and peak mailing requirements, to include the determination of the need for related materials (envelopes, stationery, etc.)

· Assist in the maintenance and servicing of mailroom equipment including copiers and fax machines.

· Assist in tracking equipment usage and contact equipment company representatives on system difficulties and repairs.

· Assist in all production capabilities (color and B/W printing services including trimming and assembly)

· Manage toner supplies and replace toner on office printers.

· Report dollar usage of production equipment to Accounting department

· Assists with the distribution of all renewal memberships/merchandise for NDIA and all NDIA affiliates.

Email Marketing

· Familiarize with Higher Logic.

· Maintain contact with Meeting planners for edits on emails.

· Coordinate with Email Marketing Manager on assignments

· Become familiar with HTML language

· Other duties as assigned

QUALIFICATIONS, KNOWLEDGE, SKILL REQUIRED

· Great can-do attitude a must!

· Absolutely must be team-oriented and have the ability to handle multiple projects simultaneously

· Working knowledge of the Windows 10-11 operating system and MS Office Products

· Working knowledge of Adobe Suite (InDesign/Photoshop/Acrobat/Illustrator)

· High attention to detail for editing, following checklists and instructions, and logging transactions.

· High school diploma

· Willingness to learn new systems, machinery, and software

· Excellent customer service attitude.

ADA SPECIFICATIONS (Physical demands that must be met to successfully complete the essential functions of the job list items such as unusual work schedule, occupational risk, travel required, physical effort, environment and demands that must be met to perform the essential functions of the job.)

This position is primarily located in the Arlington, Virginia office with frequent movement around the office, lifting and moving desktop computer equipment, and running cables under desks.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions