Primary Purpose of Position:

As a member of the Marketing Team, provide administrative support for marketing, advertising, sponsorship, and community relations efforts for the Boston region. Assist with coordination of special events, client relations, and assigned marketing projects.

 

Essential Functions:

Provide general administrative support to include answering telephones, scheduling meetings, scanning, and typing. Provide full calendar and contact support for Marketing Team to include meeting scheduling and responding to internal and external requesters. Provide full travel coordination for Vice President, Marketing. Execute bi-weekly department meetings: send calendar invites, create agenda, and present on various administrative related topics. Maintain all marketing files (electronic and hard copies). Respond to all marketing requests and direct to appropriate team members.  Help maintain and update marketing promotional materials and collateral. Manage invoices, track expenses, process credit card statements, and employee reimbursements for Marketing Team; create purchase orders and work orders. Coordinate sponsorship outreach and prospecting, including researching and obtaining contact info, and cold calling leads. Conduct site visits and participate in event execution, including staffing load-ins, check-ins, and monitoring breakdown. Manage License Agreements and ensure compliance with legal and insurance requirements.  Ensure Certificate of Insurance files are compliant for vendors. Coordinate logistics and assist in event planning and execution as assigned, including liaising with caterers, arranging retailer participation, coordinating vendors, and staffing. Coordinate signage program within properties with Marketing Managers and Coordinators. Oversee the creation and scheduling of all Captivate advertisements uploaded to elevator screens located throughout properties; coordinate design and distribution of DEIC advertisements nationally. Keep inventory and order branded company merchandise.

 

Non-Essential Functions:

Perform other duties as assigned.  Perform backup receptionist duties and mailroom assistance as part of the administrative team as needed. 

 

Requirements and Qualifications:

A high school diploma or equivalent educational certification required. A BA/BS is preferred. A minimum of 1-2 years prior administrative experience required. Previous marketing experience is highly desirable.  Excellent oral and written communication skills. Ability to work under pressure in fast-paced environment. Ability to work independently, as well as part of a team. Ability to effectively interface with all departments of the Company and to represent the Company in a highly professional manner. Excellent attention to detail. Ability to take initiative with projects and tasks. Ability to create timelines, exceed deadlines and juggle many projects simultaneously. Flexibility with work schedule as work on nights and weekends is required when marketing events are occurring or are requiring preparation. Strong organization and multi-task management skills. Knowledge of basic web design, graphic design, and desktop publishing programs, including project management preferred. Proficiency in Office Suite.

 

Physical Requirements:

Involves work of a general office nature usually performed sitting – such as operation of a computer. Involves work of a general office nature usually standing such as operation of a printer, scanner and copier. Involves movement between departments and throughout properties to facilitate work. Involves movement between properties to facilitate regional events.

 

Internal and External Contacts:

This position interacts with all levels of employees within BXP and with retail tenant managers, outside vendors, event production staff, and the general public.

 

Reporting Structure:

This position reports directly to the Vice President, Marketing who provides supervision and guidance, and evaluates work performance on a periodic basis.

 

BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.