Organization: Corporate Knights Magazine Location: Toronto, Ontario
Summary: Founded in 2002, Corporate Knights is a fast-growing media and mission-based research company located in downtown Toronto, looking for a highly organized, efficient Office Coordinator with a cheerful outlook on life.
The Office coordinator will be the overall point-person and coordinator for Corporate Knights office and admin activities. He or she will be responsible for keeping the Corporate Knights ship on course and knowing where all the moving and stationary parts are located.
A summary of duties and responsibility follow below:
Office Administration
• To answer incoming Corporate Knights queries by phone, fax, email, or mail.
• To be the first point of contact for all general queries; fielding and responding appropriately, and forwarding queries to Managing Editor, Publisher, Editor-in-Chief or otherwise when called for.
• Telephone setup (Voicemail set-up, conference calling)
• Email set-up (new intern/staff inboxes, out-of-office replies, general email admin)
• To maintain an up-to-date record of all contacts, and to add new contacts as required
• Maintain Corporate Knights subscription list and manage mailing/shipping list for magazine
• To record and relay messages, and perform other miscellaneous tasks (ie mailing and receiving documents/packages, document preparation, etc)
• Send out Corporate Knights surveys and follow-up to maximize participation.
• To coordinate scheduling appointments, booking travel, etc for key staff including the Editor in Chief, and to set up/oversee conference calling between Corporate Knights staff and other organizations/individuals
• To keep a general inventory of office supplies, and replace supplies as necessary
• To assist in allocating tasks to interns when appropriate.
Marketing
• Update/create CK documents from templates as instructed (media kit, event invitations, presentations)
• To handle implementation of events that CK sponsors including ensuring proper number of magazines are properly distributed at events, and that all necessary logos, photos are provided
General Accounting
To create/organize invoices and insertion orders as needed for the following:
• Corporate Knights events (tables, tickets, sponsorships, etc)
• Advertisments for publication (draft up insertion orders and invoices as instructed)
• Advertisments for web (Messenger sponsorships, website ads, etc. as instructed)
• Global 100 Logo Licensing (as instructed)
• Other sponsorships, licensing, etc. as needed
• Enter all bills/invoices received through email or mail into an ongoing and updated Accounts Payable spreadsheet/well organized filing system. If bill is received via email, save electronically and print out physical copy and add to filing system. (When invoices/bills are paid, add to separate spreadsheet/filing system “Accounts Paid”)
• Deposit cheques received into bank in a timely manner
• Liaise with Bookkeeper with Accounts Payable/Accounts Paid
• Ensure timely payment of all bills/leases (telephone, internet, credit card, shipping, etc.) If payment cannot be made, liaise with appropriate biller/client
• Report to Publisher with weekly statements of accounts, description/explanation of all withdrawals/payments made
Web administration
• To assist with updating content to the Corporate Knights website as needed (Blog posting, article posting, advertisements, updating The Global 100 website, etc).
• To oversee/execute the electronic mail-out of the Corporate Knights Messenger, including adding/removing subscribers as needed to the CK Messenger list
• To consult with the Managing Editor as needed throughout the process.
• Attend CK events, and assist, as needed, with brochure printing, managing guests lists, working with volunteers, greeting guests, and any other tasks that arise to ensure event is successful
• Tweet on the Corporate Knights Twitter feed
Magazine Creation
• Attend Editorial meetings, offer insight/input and keep record of developments throughout
• Assist Publisher/Publishing Assistant with Advertising duties related to print edition including ensuring we have proper ad material in on time.
• Assist Managing Editor with magazine-related tasks as needed (ie proofreading, fact checking, data mining, seeking out contacts, contacting and following up with contributors, photographers, illustrators, etc)
• Assist Editor-in-Chief with tasks as needed (preliminary research, contact securing, cold-calling, scheduling interviews, etc.)
• Assist with delegation of tasks to interns or other staff where appropriate
• Assist Managing Editor in liaising with Printer, Paper Suppliers, Distributor, Magazines Canada, etc.
• Assist with Grant Writing as needed
Please email info@corporateknights.ca to apply for the position.
