Administrative Assistant

Project Management
Type of Position: Full Time
Working Hours: 9AM to 6PM Pacific Time Monday to Friday

Summary:
We are a digital promotions agency with large fortune 500 clients. We are looking for a Project Coordinator/ Administrative Assistant to provide project and administrative support to the entire team and to help manage projects. You will work with production staff, clients and vendors to manage the administration of promotions including writing rules, validating winners, printing game pieces, producing offline promotions (such as scratch and win games) and fulfilling prizes.

Tasks and Responsibilities:
Assist with:
• Promotions Admin Project Plans & Project Management
• Prize Insurance Administration
• Vendor Management (Purchasing / Pricing / Etc.)
• Promotions Auditing / Reporting
• Prize Partnerships/Sponsorship Management
• Promotions Legal Assistant (rules, ad reviews, etc.)
• Promotions Judging
• Customer Service
• Fulfillment Management
• Winner Validation
• Shipping /Warehousing
• Travel Management
• Event Management
• Maintain task lists, schedules and resource assignments using Asana.
• Manage budgets, resources, schedules and provide progress reports.
• Assist creating draft of rules for sweepstakes
• Post rules and winners online
• Act as a point of contact for some projects/clients/vendors
• Create and assign tasks in Asana, with regular updates
• Validate sweepstakes winners (includes email and phone calls)
• Keep track of validation and disqualification of potential winners
• Answer inquiries of potential winners (email and phone)
• Handle fulfillment of prizes (letters, checks, labels, itineraries, etc)
• Resolve fulfillment issues
• Coordinate with travel agency for travel fulfillment
• Create, update, maintain winners lists
• Create mailing Labels
• Research, when needed
• Answer Help Desk questions

Requirements:
• Bachelor's degree required.
• Experience with office administration.
• 3 + years of production/project management in promotions, marketing, advertising, design or Internet-related industry.
• Must have client and project management experience with excellent organizational, written and verbal communication skills.
• Extremely detail oriented and organized. Must be able to multi-task handling multiple assignments independently and able to follow-up without direction.
• Must have excellent oral, written, phone and computer application skills.
• Must be available and willing to work extended hours as occasionally needed (during crunch times!) per day or per week, including weekends, to meet business needs.
• Exemplary planning, time management, problem solving and organizational skills.
• An enthusiastic self-starter with a sense of humor, honesty and a strong work ethic.

Technical Requirements:
• Internet Connection: (approximate 1Mbps up and 2Mbps down minimum)
• Computer: PC with minimum Intel i3 CPU (or AMD equivalent)(higher CPU preferred), minimum 4 GB RAM required, 8 GB RAM recommended, 120 GB hard drive.
• Quality headset with microphone
• PC must have Microsoft Office 2010 or higher installed

If you are interested, please reply with the word champ as the first word in your message. This is a long term, full-time position that will require working during regular business hours in the Pacific Time zone.