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Marketing - NYC Office & Scheduling Manager

Apply Job ID 22201 Date posted May. 17, 2022 Location New York, New York Full Time / Part Time Full time (FT)

Quad/Graphics

Employees at Quad thrive at the intersection of thinking, making and marketing. As we continue to take the bold steps necessary to transform our offering, our goal is to provide our clients with the most powerful integrated marketing platform. We’re all partners in our company, committed to do the right thing, trusting the process, innovating for the future, growing the business, believing in each other, and having a little fun along the way.

The Marketing - NYC Office & Scheduling Manager is a detail-oriented multitasker responsible for keeping the office space functioning, staying connected to any area of the business using the space, and managing the Chief Marketing Officer’s calendar. This person will have his/her finger on the pulse of all the comings and goings of the space as well as the leadership team. The Marketing - NYC Office & Scheduling Manager will report to the Director of Operations and work closely with the Industry & Event Marketing team to coordinate the scheduling of both the executive calendar and the onsite event space within the building.

Responsibilities

  • Managing the Chief Marketing Officer’s calendar, including making appointments and prioritizing the most sensitive matters. Acting as the "gatekeeper" to decide which scheduled events or meetings are most appropriate for allocation of the executive's time
  • Perform general office duties including inventory and ordering of supplies
  • Provide front desk support, including but not limited to answering the office phone, guest/client check-ins, facilitating deliveries and drop-offs, and communicating with employees
  • Manage office functions, meetings, and celebrations including food and beverage
  • Act as the liaison and first point of contact for any outside vendors, service professionals, delivery personnel, and visitors to the office space
  • Maintain the office calendar and coordinate the logistics of marketing team functions within the space. Primary point of contact for coordinating high-profile meetings and events with other teams: event/meeting planning, catering, room prep, etc.
  • Coordinate the space and timing of other Quad business units’ use of the space
  • Maintain constant information sharing with the Industry & Event Marketing team and other team leads to ensure that their programming of the executives is communicated and scheduled
  • Negotiate with vendors re: facility needs, including but not limited to printer/copier supply, office supplies, building maintenance, restoration/renovation bids, etc.
  • Supervise cleaning personnel: ensure the facility is cleaned in a timely manner and adheres to established cleaning standards and schedules
  • Coordinating arrangements for internal and external meetings (travel, set-up, refreshments, etc.)
  • Perform other duties from time to time to meet the changing needs of the office

Qualifications

  • 4+ years of relevant work experience
  • Able to think strategically and communicate effectively with colleagues, stakeholders, clients, and vendors
  • Excellent organizational, communication, negotiation, and multitasking skills
  • Ability to remain calm under pressure without losing a customer-service oriented attitude
  • Skilled in project management
  • Available to work outside of regular office hours during scheduled events and to travel when necessary
  • Proficient in Microsoft Office and project management tools
  • Outstanding time-management and organizational skills
  • Experience managing audio and virtual event production
  • Ability to manage and prioritize multiple projects and work assignments simultaneously without compromising quality
  • Ability to work independently, with a wide range of people, and as part of a team
  • Excellent attention to detail
  • Creative problem-solving and decision-making skills; excellent judgment
  • Strong management, negotiation, and troubleshooting skills

Additional Company Information  
We offer excellent benefits to eligible employees, including 401(k), holidays, vacations, and more. 

Quad is proud to be an equal opportunity employer and values diversity. We are committed to creating a place of belonging — a space where employees do not need to sacrifice who they are to exist and grow in our workplace. Quad does not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orientation, age, marital status, veteran status, genetic information, or any other basis prohibited by applicable federal, state, or local laws.  Quad also prohibits harassment of applicants and employees based on any of these protected categories.

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