Database and Administrative Intern for an International Consulting Firm

Transcription

1 Database and Administrative Intern for an International Consulting Firm Duties, in priority order: Hours: 1. Manage Castalia s Contacts Database 2. Assist with Castalia s Qualifications Database 3. Other Administrative Tasks. 15 to 20 hours a week throughout the year, timing flexible Option to work full-time during vacations. Pay and benefits Location: $15 per hour up to $20 per hour for an exceptional candidate This is a part-time, temporary position, and no additional benefits are offered. Castalia s office at 1747 Pennsylvania Avenue, NW, Washington, DC. About us: Castalia LLC is an international consulting firm that helps businesses and governments solve problems of vital public interest in the energy, water, telecommunications, and transportation sectors. We advise clients on issues of policy and regulation, strategy, transaction support, and business planning. We have a vibrant, hard-working team of around 20 in our Washington, DC office. Most of the team is in their 20s or 30s, and we try to have fun as well as work hard. About you: The successful applicant for this position will likely be a student looking for part-time work in a professional setting, and will have the following skills and attributes: Required: Experience in Microsoft Outlook, Word, Excel, and PowerPoint Clear, grammatical, and fluent writing in English Perfectionist (with a particular focus on attention to detail) Self-motivated and focused on results Ability to follow instructions precisely Copyright Castalia Limited. All rights reserved. Castalia is not liable for any loss caused by reliance on this document. Castalia is a part of the worldwide Castalia Advisory Group.

2 Ability to communicate clearly and professionally with others either in person, on the phone, or by Personal style that is pleasant and flexible. Desired: How to apply Experience in Microsoft Access, SQL, or another database package Fluency in Spanish, French, or both Experience in a Marketing or Customer Relationship Management (CRM) or Administrative role Experience with SharePoint Knowledge of international economic and financial issues. First, please visit to read a detailed description of duties. To apply, please send all of the following documents to dcrecruitment@castaliaadvisors.com: A one page cover letter setting out how you meet the requirements for the position, what you are doing now, and what your preferred hours would be Most recent academic transcript A recent writing sample, such as a university essay. The successful applicant will report directly to the Business Development Manager. If you are invited to an interview you will be asked: How you would approach doing the work that is required, including what order you would suggest doing things in, and how you would do particular tasks To do some exercises designed to test your competency with the relevant software, writing, communication skills, and attentions to detail. Please put Database and Administrative Intern as the subject of the when applying. 2

3 Detailed Description of Duties 1 Manage Castalia s Contacts Database. Castalia maintains a contacts database in Microsoft Outlook. This is shared across all staff in the firm, including international offices, and is available on staff members Smart Phones as well as laptop computers. The Database has become somewhat disorganized. Not all key contacts are recorded in it. Many records are out of date, inaccurate, or incomplete. Some are duplicates. In addition, the potential to use the Database for Customer Relationship Management (CRM) purposes is not being fulfilled, and the company would like to do more with it in this area. This Intern s primary task will be to update and manage our Contact Database, to make it as useful as possible for the firm. This will involve the following specific tasks: 1.1 Check set up of Contacts Database Liaise with outsourced IT provider to understand how database works Check access to database is correctly configured on all team members computers and phones 1.2 Clean the Contacts Database Remove all duplicate contacts, merging information when necessary Check each contact in the database to ensure it is up-to-date, complete and accurate. This will include using on-line research, discussions with Castalia Staff, and directly contacting the people in the database, to ensure that: The person is still a contact of the firm (some contacts in the database are out of date, but in any case where the person is no longer a key contact for Castalia these contacts can be deleted) The information is up to date (some people have moved into new jobs or positions we must have their current contact details) The information is both accurate, and complete (some contacts have typos, or are missing fields we want to fix this, and have all main fields complete, accurate and correctly formatted for all contacts) Check that the people in the contacts database are happy for us to maintain their records (probably just for those people we are contacting for another reason) 1.3 Add new contacts When Castalia team members get in touch with someone new, they will forward the contact details to you. You will then add that new contact to the database. This will be an ongoing responsibility. 3

4 1.4 Upgrade our use of the Contacts Database Categories Under guidance from Castalia senior staff, plan and implement the use of Outlook Categories or some other function in the Contacts Database to appropriately link Contacts to other things such as: Castalia Team Members who know them; Relationship Manager at Castalia; Projects; Business Development Opportunities; Common Interest Groups; Mailing lists Mailing and invitations Plan and implement the use of the Contacts Database to facilitate client contact, including: holiday card mailings; updates on topics of interest to common interest groups; party invitations, and other things that will help Castalia s business development efforts Adding additional material and links Investigate, propose, and if approved, implement the addition of business development material such as photographs of people and links to LinkedIn pages Using as a Relationship Manager Investigate, propose, and if approved, implement ways to use the Contacts Database as a CRM tool, including: assigning individuals tasks related to a contact; having these tasks viewable and assignable across teams; updating progress against tasks; and recording interactions with the contact. 1.5 Train others in the use of the Contacts Database This will include: Ensuring that all Castalia team members know to record all business contacts in the Contacts database Checking that this is in fact done Ensuring that people who use more advanced functions, such as mailing lists, know how to use and maintain them Training two or three other people in Castalia likely the office manager or assistants in each of Castalia s international offices to use and maintain the Contacts Database in the way you have developed. 4

5 2 Assist with Castalia s Qualifications Database Castalia is developing a database that will record key information on all its previous projects. The aim is to ensure a perfect corporate memory, and make it easy to provide summaries of Castalia s relevant experience when we pitch to prospective clients. After good progress has been made on the Contacts Database, you are likely to be asked to assist with this. This task would include: 2.1 Entering qualifications data This will involve gathering information about previous projects from various sources (mostly within Castalia) and entering the data into the database. Some of our records have described the same projects in multiple ways, so duplicate information will have to be identified, using our unique internal project numbering system, and information merged. The information includes detailed descriptions of the projects, so clear and persuasive English writing will be a key attribute of the successful applicant 2.2 Preparing reports and documents using the database The Database will output data into reports and documents that provide the information relevant to pitches to clients. You will be asked to produce these reports 2.3 Suggesting and implementing improvements to the database You may be asked to suggest and/or implement additional features in the Qualifications Database. These could include: links to other data sources such as the Contacts Database and the Business Development Tracker Database; adding new additional material which updates the results the projects had; including photographs; innovative ways to make use of the data in the database, such as linking it to our website or creating a Google Earth layer by from the database. 2.4 Training others You may be asked to train others in entering data into the database, and producing reports from it. 3 Other Administrative Duties To vary your work, and help out the firm when things need doing urgently, you may be asked to do other administrative tasks. These will depend on what is needed at any time, and your own skills, but may include things such as covering on reception; proofreading reports; binding documents and otherwise just helping the Castalia team out. Copyright Castalia Limited. All rights reserved. Castalia is not liable for any loss caused by reliance on this document. Castalia is a part of the worldwide Castalia Advisory Group.