Bring the Order to Our Chaos ⚡
Got a black belt in organization but live for creative chaos? We are looking for a hybrid Administrative Assistant to keep our fast-paced studio spinning. If you love tracking deadlines, Wrangling freelancers, and making sure our digital assets (and coffee supplies) are locked down, you belong here. Help us build groundbreaking campaigns without letting a single detail slip through the cracks.
Description
The ideal candidate will support design and marketing teams by managing calendars, onboarding freelancers, organizing digital assets, tracking project milestones, handling client correspondence, and ensuring the office is stocked
Key Responsibilities
Project & Team Support
- Schedule and coordinate internal creative reviews, client pitch meetings, and brainstorming sessions.
- Maintain and organize digital asset management (DAM) systems, ensuring finalized logos, fonts, and campaign files are easily accessible.
- Track project deliverables, milestones, and deadlines to support Art Directors and Copywriters
Office Operations & Client Relations
- Act as the first point of contact for the agency, greeting clients and routing phone calls or inquiries to the appropriate team member.
- Manage agency subscriptions, software licenses, and general office inventory (e.g., printers, studio materials, and presentation supplies).
- Coordinate catering and room setups for client presentations and agency events.
Financial & Administrative Tasks
- Process freelance contracts, vendor invoices, and purchase orders for campaign production.
- Compile and reconcile expense reports for senior creative staff and management using tools like Concur Expense.
- Maintain confidentiality regarding upcoming client campaigns, budgets, and agency financials
Qualifications
Experience: 1–3 years of administrative experience, preferably in a marketing, advertising, or design agency environment.
Tech Skills: Proficiency in MS Office Suite, Google Workspace, and digital communication tools. Familiarity with project management software (like Asana or Monday.com) is a strong plus.
Soft Skills: High attention to detail, exceptional organizational abilities, and the flexibility to pivot quickly in a fast-paced environment
Workplace Structure & Hybrid Policy
We offer a hybrid work model designed to balance individual flexibility with team collaboration.
- Schedule: Employees work remotely three days a week (Monday, Wednesday, Friday) and from our creative studio two days a week (Tuesday, Thursday).
- Core Hours: Core collaboration hours are 10:00 AM to 4:00 PM GMT on both remote and in-office days.
- In-Office Days: Tuesday and Thursday are dedicated to in-person agency meetings, creative brainstorms, and client presentations.
- Stipend: The agency provides a one-time $300 home-office stipend to ensure your remote workspace is ergonomically equipped.
- Technology: A company-issued laptop, monitor, and necessary software access will be provided for seamless transition between locations. [
