Mailroom & Marketing Assistant

About the role

The Production, Mailroom & Marketing Associate plays a dual role in mailroom and production operations, production marketing, and email marketing support. This position reports to the Director, Information Production Office and works closely with the Email Marketing Manager, Graphics Team, and meeting planners to ensure effective execution of marketing and communication strategies. The Associate serves as a key point of contact for colleagues across departments, ensuring smooth execution of marketing and production tasks.

Responsibilities

Mailroom & Production

• Advise staff on cost-effective mailing options and coordinate with suppliers and print/mail houses as needed.
• Manage daily mail and package distribution, including courier deliveries and pickups.
• Coordinate with NDIA business centers to assess mailing needs, including related materials such as envelopes and stationery.
• Maintain and service mailroom equipment, including copiers and fax machines, and coordinate repairs when necessary.
• Assist in tracking equipment usage and report any issues to vendors.
• Support production tasks such as color and B/W printing, trimming, and assembly.
• Manage and replace toner supplies for office printers.
• Report production equipment usage costs to the Accounting department.
• Assist with distributing membership renewal materials and merchandise for NDIA and its affiliates.

Production Marketing, Graphics, & Email Marketing

• Work closely with the Email Marketing Manager to ensure smooth execution of email campaigns.
• Assist in production marketing efforts, including creating, formatting, and distributing marketing materials.
• Support the graphics team by helping with design tasks and ensuring marketing materials meet brand standards.
• Ensure all marketing content, including event promotions and announcements, is up to date on the NDIA website.
• Serve as a key point of contact for colleagues across departments, providing support and guidance as needed.
• Assist in managing email campaigns using Higher Logic.
• Coordinate with meeting planners for email content edits and approvals.
• Learn and apply basic HTML for formatting and troubleshooting email templates.
• Perform other duties as assigned.

Qualifications

• Proficiency in Windows 10, including installation and configuration.
• Basic knowledge of graphic design tools (Adobe Creative Suite, Canva, or similar) is a plus.
• Experience with content management systems (CMS) for website updates is preferred.
• Strong attention to detail and ability to follow processes accurately.
• High school diploma or equivalent.
• Willingness to learn new software, systems, and equipment.
• Excellent customer service and communication skills.
• Dependable team player with a proactive approach to problem-solving.

ADA Specifications

This is an office position and may require some bending and lifting. It requires the use of a computer and office machines.