Communications Intern

Processing and detailed tracking of invoices for the Communications Department (A&P and costs associated to co-op budget):

1. Registration of all new vendors in the system.
2. Receipt of vendor invoices and classification accordingly.
3. Preparing and submitting supplier selection forms.
4. Deal with the invoice processing and payment from beginning to end.
5. Carry out advance payment processes, when needed.
6. Inform internal teams of external suppliers on a monthly basis about the invoice issuance and processing calendar.
7. Weekly tracking of all invoices processed, pending processing and in progress.

Key Responsibility 2: Finance

Support the Communication Coordinator in controlling the A&P budget:

1. Monthly analysis of the Ledger, ensuring that all costs in the area were accounted for correctly.
2. Feeding internal budget control in order to ensure clear status visibility of each area (Media / PR&Events / VM / Depreciation / Editions / Salesforce).
3. Review, with the financial department, whenever there is a need to reclassify costs or request more detailed information.
4. Carrying out the accrual budget process during the closing of the fiscal year and correct accounting after receipt of invoices in the following fiscal year.

Key Responsibility 3: ADMIN

Gifts & press/events materials control:

1. Maintain database of journalists and KOLS birthdays and coordinate the delivery of corresponding congratulatory gifts.
2. Keep gift stock control up to date.
3. Ensure excellent storage conditions for gifts and event materials (uniforms, furniture, WMC materials, etc.) in the warehouse.
4. Support with the maintenance of PR&Events materials such as washing uniforms, wrapping and handling gifts for events, etc.

Key Responsibility 4: ADMIN

Serve as a key liaison for the organization of the team’s administrative tasks:

1. Responsible for the creation of team’s visual aid presentations for internal purposes including Monthly Business Review.
2. Assist in the creation of graphics and video assets for internal reporting as well as events, if needed.
3. Organizes all shipping including local messengers; ensures that shipments executed at a high standard.

Education:
• Marketing, Publicity, Administration or similar students available from 10 AM to 5 PM.

Required experience:
• No prior experience is necessary.
• Previous experience in similar roles is a plus.

Technical skills / abilities:

1. Excellent management of Excel
2. Proficiency in PowerPoint and Microsoft Teams.
3. Mandatory English.

Personal skills:
The successful candidate will have the following personal qualities:
• Superior planning and organizing skills; ability to prioritize and plan work activities; ability to multi-task.
• Highly self-motivated with sharp attention to detail and strong focus on execution & rigorous implementation.
• Adapts quickly to change and last-minute requests as needed.