OBJECTIVE:
- Traffic: Lead effort in keeping the creative team on task and meeting project deadlines, handling the logistics, and keeping all parties (account team) updated on the progress. The end goal is to make certain that projects go smoothly, and that both the client and company are satisfied with the end result.
- Administrative: Provide administrative support to the company president, with tasks including answering phones, calendar management, client correspondence, note and letter transcription, conference and speaking engagement planning, travel coordination.
JOB RESPONSIBILITIES:
Traffic
- Interface with applicable account and creative staff/contractors, vendors, and media regarding schedules and materials fulfillment
- Manage deadlines through the creative development process, and coordinate delivery of materials through appropriate channels
- Maintain files on all print collateral
- Create detailed schedules and set deadlines for various stages of client and agency projects
- Distribute assignments to creative teams and other departments, depending on their availability and priorities
- Meet with A/Es to learn more about new project details and give progress updates on existing projects, communicating any issues
- Monitor projects and workloads, adjusting assignments and deadlines accordingly
- Work with all team members to ensure they have the resources needed for their jobs
Account
- Client facing
- Client interaction
- Prepare and mail FedEx packages for the account team
Administrative
- Provide phone support for incoming calls to the agency
- Manage President's schedule and calendar, arranging appointments, meetings, conference calls, and travel
- Draft introduction and thank you letters and transcribe notes and conference reports from various meetings by President
- Assist in the preparation of new business presentations, proposals, and accounting support
- Manage project sample archive to provide examples upon request by the president
- Input timecards
- Maintain office/supplies: copier equipment and order toner supplies. Troubleshoot occasional problems with equipment.
- Manage stationery and kitchen supplies and facilitate monthly orders as needed.
- Assist with daily clean-up and monitoring of kitchen facilities and set up for client visits.
PROFESSIONAL EXPERIENCE AND SKILLS REQUIRED:
- Ability to multitask, organize and collaborate
- Excellent people management skills
- Must be able to prioritize and be a strong communicator and decision-maker
- Strong organizational skills
- Excellent Time-management skills
- Possess an eye for detail and have strong problem-solving skills
- Professional phone etiquette
- Proficiency in Microsoft Office 360 Software (Knowledge of Mac)
- Must work well with others and be a positive contributor to the team
- Must be reliable, dependable, and punctual
- Must use discretion when handling confidential information
- Must have a current California Driver License and personal vehicle