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Seasonal Mailing Coordinator

2 months ago

Arlington, Virginia, United States Ashoka Full time


**Position Overview**: We are in search of a meticulous and organized intern to assist with our holiday mailing initiatives. As a Holiday Mailing Intern, you will gain hands-on experience in managing inventory, coordinating gift selections, and supporting the overall mailing process for both domestic and international recipients.

**Key Responsibilities**:

1. **Gift Selection Coordination**:
  • Support the selection of suitable holiday gifts for various stakeholders.
  • Work collaboratively to finalize the list of gifts and their quantities.
2. **Inventory Management**:
  • Monitor and manage the inventory of gifts to ensure adequate supply.
  • Maintain an organized and detailed inventory record.
3. **Mailing List Preparation**:
  • Compile and confirm mailing addresses for all recipients.
  • Ensure the accuracy and completeness of mailing details.
4. **Gift Packaging**:
  • Wrap and package gifts in an appealing and secure manner.
  • Include personalized notes or cards with each gift as needed.
5. **Shipping Arrangements**:
  • Assist with logistics and coordinate shipping services for timely delivery.
  • Update tracking information and provide regular progress reports.
6. **Record Maintenance**:
  • Document all shipments and maintain a comprehensive log of sent gifts.
  • Track costs associated with the holiday mailing project.
7. **Support Functions**:
  • Provide assistance with additional tasks related to the holiday mailing project.
  • Collaborate closely with the Executive Office team for smooth project execution.
8. **Progress Reporting**:
  • Regularly communicate project status updates to the team.
  • Provide reports on completed tasks and any challenges faced.
9. **Team Collaboration**: Work alongside the Executive Office to ensure effective communication and maintain positive relationships with other teams.

**Qualifications**:

**Education**:
  • Currently pursuing a degree in management, communications, marketing, or a related field.
**Organizational Skills**:
  • Demonstrated ability to manage time effectively and handle multiple tasks.
**Attention to Detail**:
  • High level of accuracy in managing mailing information and inventory records.
**Communication Skills**:
  • Strong written and verbal communication abilities.
**Problem-Solving Skills**:
  • Proactive in addressing issues related to shipments or inventory.
**Team Player**:
  • Ability to work collaboratively within a team environment.
**Technical Proficiency**:
  • Familiarity with Microsoft Office Suite and inventory management systems is advantageous.
**Flexibility**:
  • Willingness to adapt to changing priorities and work extended hours during peak seasons.
**Work Ethic**:
  • Reliable and committed to completing assigned tasks independently when necessary.
**Physical Stamina**:
  • Ability to lift and move packages as required.