We are seeking a highly organized and proactive Administrative Assistant to join our dynamic advertising agency. The ideal candidate will provide comprehensive administrative support to ensure the smooth operation of day-to-day activities, helping the team remain productive and efficient. This role involves coordinating office activities, managing communications, and assisting various departments with administrative tasks in a fast-paced, creative environment.

Key Responsibilities:

Office Management & Coordination:

• Manage office supplies, inventory, and equipment.
• Coordinate with vendors and service providers to ensure smooth office operations.
• Organize and schedule meetings, appointments, and events as needed.
• Assist with planning and executing agency events, presentations, and client meetings.
• Communication & Correspondence:
• Handle incoming calls, emails, and correspondence professionally and promptly.
• Act as the first point of contact for clients and visitors, ensuring a welcoming atmosphere.
• Manage internal communications and maintain company contact lists.
• Document & File Management:
• Prepare, organize, and maintain electronic and physical documents and reports.
• Assist with project documentation, including creative briefs, timelines, and contracts.
• Maintain filing systems and ensure the confidentiality of sensitive information.

Team Support:

• Assist department heads and team members with administrative tasks, including scheduling meetings, booking travel, and expense reporting.
• Coordinate with HR on administrative support for onboarding new hires, including setting up workspaces and providing resources.
• Provide support during agency campaigns by helping track timelines and ensuring coordination between departments.

Agency Operations:

• Assist the finance department with invoicing, billing, and tracking expenses when needed.
• Collaborate with the marketing and creative teams on projects that require administrative coordination.
• Ensure the agency environment is well-maintained and reflects the brand’s culture and standards.

Qualifications & Requirements:

• Proven experience as an Administrative Assistant or similar role in a fast-paced environment, preferably in the advertising, marketing, or media industry.
• Excellent organizational and multitasking skills, with strong attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with project management software (e.g., Trello, Asana).
• Strong verbal and written communication skills.
• Ability to prioritize tasks, meet deadlines, and handle confidential information.
• A positive, can-do attitude with excellent problem-solving skills.
• Team player with the ability to work independently and under minimal supervision.

Preferred:

• Experience in an advertising, marketing, or creative agency environment.
• Familiarity with basic accounting, invoicing, and budget tracking.
• Knowledge of social media and digital marketing tools.