Master Promotions Ltd. is currently seeking a highly motivated individual to join our team as a Marketing and Administrative Assistant based in our Halifax, NS office.

Managing in excess of twenty-five events annually, Master Promotions Ltd. is Canada’s largest independent trade and consumer event-management company. A key component of our direct business focus, company procedures, and infrastructure is to deliver the highest standards in the industry. This includes pre-show and onsite exhibitor services, show contracting services; registration systems; and marketing and advertising programs.

Office Administration:

• Act as first point of contact for the company, ensuring a high level of customer service. Direct phone calls and visitors in a professional and polite manner.
• Manage incoming and outgoing packages and shipments with Canada Post, Fedex, Purolator, etc. Send weekly inter-office courier package.
• Maintain a level of basic knowledge on all company events and be able to answer general event questions.
• Act as inventory manager for various corporate materials, including event badges, passes, brochures, contracts, envelopes, etc.
• Support team members with additional administrative duties, as required.

Data Management:

• Update, edit and maintain database of exhibitor contact information. Format and input new data, as required.
• Manage other data, as required, including exhibitor badge name lists, visitor survey results, and ticket promotion programs.
• Perform data analysis as required; produce charts, tables, etc

Preparation of Exhibitor Materials/Communications:

• Gather existing documentation from team members to produce detailed manuals for show exhibitors.
• With approval from show team, post the exhibitor manual to the show website using WordPress software and send via email to all show exhibitors.
• Work with show team to develop and send out exhibitor communications, including sales campaigns and reminder emails.

Office Supplies Management:

• Order office equipment/supplies, such as copy paper, toner, cartridges, cleaning supplies, and sundries, and present costing options when applicable.
  • Ensure orders are accurate when received.
  • Forward receipts to Accounting team.
• Provide invoices for other office services, such as Canadian Linen, etc.
• Keep the stock room and stationary organized.

On-site Event Support:

• Assist with event functions at show sites, including answering exhibitor inquires, printing and handing out badges, and other tasks as required.
• Pack equipment and office supplies to be used on-site at events (checklist available)

Website Support:

• Make simple updates to existing event websites – i.e. show hours, admission pricing, feature descriptions. Note: this does not require web design experience.

Mail outs: 

• Communication with Show Managers: Receives list and letter from show managers.
• Communication with Canada Post: specify quantity of mail-out, Canadian or US quantity, etc.

Show Feature Support:

• Assist with development, planning and execution of show features and special events.
• Assist with organizing and scheduling seminar programs, as required.
• Act as features point-person on-site, as required.

IDEAL CANDIDATES QUALIFCATIONS:

• 3-5 years of experience in an office administration or marketing assistant role.
• Proficient in Microsoft Office, particularly Word and Excel.
• Strong time management skills; able to manage multiple projects with competing deadlines.
• Detail oriented with strong organization skills.
• Excellent communication skills, both written and oral.
• Ability to multi-task and be flexible.
• Weekend and evening work as well as out of town travel will be occasionally required.

If you think you are a good fit for this role and are looking to be a part of an energetic team, please submit your resume by email to Tara Donnelly at Tdonnelly@mpltd.ca. Although we appreciate all applicants, only those selected for an interview will be contacted.

For more information on our company, please visit www.masterpromotions.ca