Marketing Assistant and Receptionist

3 weeks ago

Toronto, Canada Minden Gross Full time

**Position Summary**:
The Marketing Assistant and Receptionist provides support in the areas of Marketing and Reception. You will be the first point of contact for clients to the firm and assist in growing the firm’s reputation, in person and online. Alongside the marketing team, you will help with social media, event planning, CRM database management, digital marketing projects, writing, editing, and more. This is a full-time in-office position.

Responsibilities for this client-facing role will include, but will not be limited to:
**Job Responsibilities and Accountabilities**:
**Marketing**:

- Assist in the development and execution of marketing campaigns and projects
- Plan, draft, edit, schedule, post, and track written and visual content for social media and the website
- Format marketing materials for promotional and social media use
- Update and maintain the client relationship management system (CRM) (experience with InterAction an asset) and follow up
- Perform list management and follow-up for events and support internal and external events in person
- Help with copywriting materials; edit materials (sometimes articles with complex legal writing) for content, grammar, spelling, and syntax
- Organize and track materials - promotional products, mailings, databases, spreadsheets, deadlines for projects, etc.
- Conduct market research to identify trends and opportunities
- Work directly with lawyers in clarifying instructions and following up on deliverables
- Some overtime flexibility required during peak times/evenings and weekends and for events, as needed, particularly in the fall
- Assisting with ad-hoc needs as they arise

**Reception**:
Provide client-facing reception coverage on a daily basis to relieve Receptionist for breaks and lunch, as well as vacation and sick days. Flexibility with hours (8:30 am start time at the office would be required during reception vacation and sick day coverage). Duties at Reception will include the following:

- Receive visitors at the front desk by greeting, welcoming, directing, and announcing them appropriately and in a professional manner
- Answering, screening, and forwarding incoming calls
- Assisting with booking and preparing meeting rooms with food and beverages for meetings and events; managing booking conflicts as they arise
- Answering questions and responding to inquiries
- Performing administrative duties and other related tasks as assigned

**Skills/Abilities**:

- Education or experience in marketing/social media
- Detail-oriented - with the ability to ensure numbers, data, grammar, and spelling are accurate
- Resourceful and proactive - ability to track down information quickly and easily and own a task
- Outgoing with the ability to interact professionally with clients, vendors, and members of the firm at all levels
- Excellent writing skills for effective editing, copywriting, and verbal communication skills and familiarity using style guides (Canadian Press/McGill an asset)
- Ability to multi-task and prioritize
- Understanding of content management systems for website maintenance (Sitefinity an asset)
- Experience with social media management and performance marketing campaigns
- Excited to learn new technology
- A deep interest in marketing and a view to adapt new trends to the legal environment
- Knowledge of graphic design principles and experience using graphic design software - Adobe Creative Suite (InDesign,
- Photoshop, Illustrator in particular) an asset
- Previous marketing and/or reception experience is an asset
- Previous law firm experience and asset
**Software**:

- Microsoft Office 365 - PowerPoint, Excel, Word (knowledge of Styles) - (proficient to advanced); Teams, Power BI (asset)
- Social Media platforms - LinkedIn, Twitter/X, Instagram/Facebook/Meta (necessary)
- Adobe Creative Suite - InDesign, Photoshop, Illustrator, Premier (asset)
- CRM (e.g., Salesforce) - InterAction (asset)
- Survey Software - SurveyMonkey (asset)
- Content Management Software/Website (e.g., WordPress) - Sitefinity (asset)
- Digital Meeting/Event Software - Zoom & Teams (asset)

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