Overview
Marketing Specialist, Gagen MacDonald Jobs in Chicago, IL at APCO Worldwide
Position Title: Media Relations and Tourism and Global Development Assistant
Department: Media Relations and Tourism and Global Development
FLSA Status: Non-Exempt
Reports To: Vice Presidents, Media Relations and Tourism and Global Development
Effective Date: March 2025
Choose Chicago is the official sales and marketing organization responsible for promoting Chicago as a global visitor destination to business and leisure travelers.
POSITION SUMMARY
To provide administrative support to the Media Relations and Tourism and Global Development departments whose shared goal is to drive more domestic and international leisure tourism to Chicago by promoting travel to Chicago and generating worldwide leisure stories for Chicago as a must-see destination.
SUPERVISOR RESPONSIBILITY:
N/A
RESPONSIBILITIES:
ADMINISTRATIVE SUPPORT:
Provide comprehensive administrative assistance to two departments, including scheduling meetings, arranging travel, accommodations, preparing agendas, coordinating catering, and handling correspondence.
Perform general tasks such as budget reconciliation, reporting, tracking, and processing mail and shipping.
Organize meeting logistics, attendee tracking, and presentation support.
Process invoices, purchase orders, and reimbursements.
Order office supplies and promotional materials.
Draft and prepare emails, reports, and other documents, ensuring accuracy and confidentiality.
Handle incoming calls/emails, respond to client inquiries, fulfill requests for images, videos, research, and more.
Maintain effective filing systems for tradeshows, sales mission, media coverage, and accounting.
Collaborate with the marketing department to update existing and create new pieces of collateral (i.e. travel professional guide, brochures, pitch and fact sheets).
EVENT AND PARTNER COORDINATION:
Represent the organization at travel trade and media events, receptions, and major events as needed.
Coordinate welcome bags, logistics, and arrangements for travel trade and media familiarization tours (FAMs).
Liaise with partner organizations, suppliers, and vendors.
DATA MANAGEMENT AND REPORTING:
Track and analyze media coverage; prepare monthly and niche reports with metrics.
Maintain a library of media coverage across all platforms (print, broadcast, electronic, social).
Update and maintain department databases (SimpleView and Media Opps), ensuring accuracy and relevance.
Create media lists and research with industry database tools (i.e. Cision)
Assist with department activity and calendar updates in Asana.
ADDITIONAL DUTIES:
Keep updated on market news, trends, and industry developments to provide new ideas and opportunities.
As the official destination marketing organization for Chicago, Choose Chicagos mission is to enrich our community by attracting meetings, events, and leisure travelers to Chicago for the economic benefit of the city, the community, and our membership. At times, Choose Chicago employees may be required to assist with events and other business-related meetings and functions as part of their regular duties outside of regular business hours. Non-exempt employees will receive additional overtime pay in accordance with state and federal laws for hours worked in a week over 40, including for working at any such events or meetings.
Perform other duties as assigned.
MINIMUM QUALIFICATIONS
Minimum of two (2) to four (4) years of related administrative assistance experience showing progressive growth and learning and/or training equal to the skill level needed to perform this position
Experience in the tourism and hospitality industry a plus
KNOWLEDGE, SKILLS, AND ABILITIES
Fluency in English and additional foreign languages a plus
Outstanding verbal and interpersonal skills for frequent interaction with customers and suppliers
High attention to detail with the ability to manage and work simultaneously on multiple projects with conflicting demands for multiple clients/VPs, and ability to organize and meet tight deadlines in a fast-paced environment
Ability to think creatively, strategically and work within budget
A strong team orientation is critical based on the collaborative culture of Choose Chicago and the visitor industry
Ability to illustrate a results-focused approach and commitment to going the extra mile for key stakeholders, including adapting quickly to situations and managing demands
Energetic, self-starter and resourceful problem solver; Keeps projects on timeline
Ability to effectively use MS Office products including but not limited to Word, Excel, Outlook, Power Point
Ability to represent Choose Chicago in a professional manner while interfacing with internal and external clients
A high degree of confidentiality, discretion and sound judgment
Type 30+ correct words per minute
Proficient use of English grammar, spelling and punctuation
Ability to proofread alpha and numeric data
Ability to work cooperatively and communicate effectively
Good and consistent attendance record
Able to maintain composure under stress
PHYSICAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS
Ability to perform work utilizing a computer for extended periods of time
Ability to sit for extended periods of time in performing the work
Ability to grasp objects utilizing the fingers (fine motor manipulation)
Ability to travel by ground transportation (includes personal and public transportation) as required in performing work
CHOOSE CHICAGO IS AN EQUAL OPPORTUNITY EMPLOYER
Title: Marketing Specialist, Gagen MacDonald
Company: APCO Worldwide
Location: Chicago, IL
