Administrative Assistant

Job Position: Administrative Assistant
Location: Remote PST Timezone)

Work Schedule: Monday - Friday, 9:30 AM to 5:30 PM PST

Job Description:

As an Administrative Assistant to our dynamic marketing agency, you will play a pivotal role in supporting our media department's operations. Your responsibilities will encompass administrative tasks, communication with media vendors, and meticulous data management. You will collaborate closely with the media team and engage extensively with various media outlets, including print, out-of-home, and radio vendors. This role is perfect for someone who thrives in a fast-paced environment, excels in administrative duties, and possesses strong communication and data management skills.

Responsibilities:

• Administrative Support:
  • Schedule and coordinate meetings for the media team.
  • Prepare meeting agendas and coordinate vendor contracts.
  • Resolve finance accrual issues and assist in creating and organizing SOPs.
• Communication and Coordination:
  • Maintain regular communication with media vendors.
  • Support the media team by working with vendors to create and revise proposals and visuals.
• Data Management and Reporting:
  • Maintain and update the vendor database.
  • Compile media statistics and data for reporting purposes.
• Media Bookings and Asset Coordination:
  • Reserve media placements with vendors and obtain necessary information and assets for media plans.
• Media Kit and Pitch Deck Support:
  • Assist in keeping media kits current and supporting the team in creating and maintaining pitch decks.
• Vendor Database Maintenance:
  • Enter new vendor information into the database and update existing records.
• Contract Management:
  • Keep track of annual contracts with media vendors and ensure documentation is current and accessible.

Requirements:

• Experience in administrative support or a similar role.
• Proficiency in G Suite, ClickUp, Slack, and WeChat.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Attention to detail and a high level of accuracy in data management.

Nice-to-Haves:

• Experience working with media vendors.
• Customer relationship experience.
• Database management knowledge.

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