Administrative Assistant

Department: Business Operations

Reports To: Agency Owner & the Business Operations Manager

Summary:

We are a dynamic and fast-paced advertising agency seeking a highly organized and detail-oriented Administrative Assistant to provide crucial support to our team. The ideal candidate will be a proactive problem-solver with excellent communication skills and a passion for contributing to a creative and collaborative environment. This role is essential for ensuring the smooth daily operations of the agency.  

Responsibilities:

Coordinate incoming and outgoing email and mail deliveries.
Maintain organized filing systems for documents on Google Drive, Slack & Miro

Administrative Support:
Provide administrative support to various teammates, including scheduling meetings, managing calendars, and preparing presentations.
Prepare and distribute correspondence, reports, and other documents.
Manage travel arrangements and expense reports.
Assist with onboarding new employees, including setting up software seats and necessary paperwork.
Distribute meeting minutes from Google Gemini notetaking

Client Relations (as needed):
Answer and direct emails in a professional and welcoming manner.
Assist with preparing client presentations and proposals.
Maintain client databases and records.

Project Support (as needed):
Assist with project coordination and projects management, including tracking deadlines and deliverables.
Support project teams with administrative tasks.
Other duties as assigned.
Qualifications:

Associate's or Bachelor's degree preferred.  
2+ years of experience in an administrative role, preferably in a creative agency or similar environment.  
Proficiency in Google Workspace, Slack and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent communication skills, both written and verbal.
Strong organizational skills and attention to detail.  
Ability to multitask and prioritize tasks effectively.  
Proactive and problem-solving attitude.
Ability to work independently and as part of a team.
Positive and professional demeanor.
Experience with Miro, Figma a plus
Experience with project management software a plus.
Familiarity with the advertising industry a plus.