ABOUT MAINLAND

Born out of a need to transcend the old ideas of storytelling for the 21st century, Mainland is the one-stop shop for storytelling and amplification. We believe in a full-circle approach to creating impactful stories. Who we are is synonymous with what we do. At our core, Mainland is driven by three guiding principles to create a brand biography: people, storytelling and measurable results. We deliver better relationships, strategy, service, and results while consistently accomplishing and exceeding our clients’ expectations. 

We offer public relations, content marketing, social media, graphic design and branding, consumer brand strategy, franchise development consulting, marketing strategy and execution, advertising and experiential marketing services.

We are the agency of choice for the Franchise Brands industry, but that’s not all! We also serve the Hospitality, Travel, Home Services, Real Estate, and Technology industries.

WHY WORK FOR US?

Are you looking for a start-up culture with the resources, stability and foundation of an established company with 15 years at the top of its field? What about an entrepreneurial environment balanced with autonomy and structure to spur creativity and new ideas?

Do you want to be challenged daily and given opportunities to grow personally and professionally? Challenging convention is at the core of everything we do. We eliminate the mindset that the status quo is enough through next-level content, creative, distribution and talent. We build teams that continually strive to get better than the day before. 

With that said, we invite you to apply even if you don’t meet every single requirement listed below. Our success starts with our people, and we are looking for people who want to grow with us!

WHO WE ARE LOOKING FOR IN AN ADMINISTRATIVE ASSISTANT

The administrative assistant will be responsible for providing comprehensive administrative support to ensure the smooth and efficient operation of the office and the delivery of client scope. This role involves coordinating various office activities, assisting with client communications during setup, maintenance, client changes and off-boarding, and ensuring that project deliverables are met on time and to the highest standards.

Job Responsibilities:

• Assist with daily office operations, including schedules, correspondence, and filing systems.
• Maintain office supplies and equipment, ensuring everything is stocked and functional.
• Assist in the preparation of reports, presentations, and other documentation.

Client coordination:

• Serve as a point of contact for clients, addressing their inquiries and concerns promptly.
• Coordinate client meetings, including scheduling, preparing agendas, and ensuring all necessary materials are available.
• Track project timelines and deliverables to ensure client scope is met.
• Run a series of daily, weekly, monthly reports in the client management system.
• Facilitate clear and effective communication between the office, clients, and other stakeholders.
• Prepare and distribute meeting notes, project updates, and other communications as needed.
• Maintain accurate client records and documentation.
• Miscellaneous:
• Assist with other administrative tasks and special projects as assigned.
• Support the office team with various ad hoc tasks to ensure a productive work environment.

Secondary responsibilities possible in the following areas: accounting, media relations, digital marketing and operations.

Basic Qualifications:

• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
• You must be able to successfully use applications in Google Workspace and learn to use other software for project management and any other work-related applications we put into place.
• Proven experience in an administrative or office support role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace. 
• Ability to work independently and as part of a team.
• Attention to detail and a commitment to delivering high-quality work.
• Experience in project management or client relations is a plus.
• Experience in social media management is a plus.

WORKING ENVIRONMENT

• This position is Hybrid, with 2 days per week in the Chicago office. 
• This is a part-time position. Hours can range between 15 and 25 hours per week based on interest and responsibilities.
• Because of the confidential nature of our client work, this is not a job that should be done from a public location 
• Employees are expected to have a dedicated work area that is free from distractions and an ability to commit to their job in its entirety the entire time working
• Time tracking is required 
• We have a professional dress code and behavior standards plus other requirements as detailed in our handbook 

COMPENSATION

• This position pays between $20-25 per hour depending on experience.

EQUIPMENT

• This position requires you to have a computer that has fast internet access, where you can participate in video and phone calls as well as complete work. You will also need to have a personal phone.
• We have a bring-your-own-device policy and compensate up to $1,000 per year (based on anniversary) for computer, internet, and phone use. We do not provide technical support.