Communications Intern

Communications Intern

Key Responsibility 1: Finance

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

-    Registration of all new vendors in the system.
-    Receipt of vendor invoices and classification accordingly.
-    Preparing and submitting supplier selection forms.
-   Deal with the invoice processing and payment from beginning to end.
-    Carry out advance payment processes, when needed.
-    Inform internal teams of external suppliers on a monthly basis about the invoice issuance and processing calendar.
-    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:
-    Monthly analysis of the Ledger, ensuring that all costs in the area were accounted for correctly.
-    Feeding internal budget control in order to ensure clear status visibility of each area (Media / PR&Events / VM / Depreciation / Editions / Salesforce).
-    Review, with the financial department, whenever there is a need to reclassify costs or request more detailed information.
-    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:
-    Maintain database of journalists and KOLS birthdays and coordinate the delivery corresponding congratulatory gift.
-    Keep gift stock control up to date.
-    Ensure excellent storage conditions for gifts and event materials (uniforms, furniture, WMC materials, etc.) in the warehouse.
-    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:
-    Responsible for the creation of team’s visual aid presentations for internal purposes including Monthly Business Review. 
-    Assist in the creation of graphics and video assets for internal reporting as well as events, if needed.
-    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:

    •    Excellent management of Excel
    •    Proficiency in PowerPoint and Microsoft Teams.
    •    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.