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.