We are seeking a highly organized and proactive Administrative Assistant to support our fast-paced marketing agency. The ideal candidate thrives in a dynamic environment, excels at multitasking, and plays a key role in ensuring smooth day-to-day operations for the marketing and account management teams.
This role requires strong attention to detail, excellent time management, and the ability to work independently while collaborating across teams. The Administrative Assistant will support activities such as market research, social media engagement, document management, and client communications, contributing to the success of agency campaigns and projects.
- Coordinate meetings, manage calendars, and handle email correspondence for the management team
- Track client interactions, deadlines, and deliverables using project management tools such as Asana and CRM systems
- Prepare and distribute internal and client-facing documents, ensuring accuracy and timely delivery
Success Metrics
- Ensure 95% of meeting requests and email responses are handled within 24 hours
- Maintain 98% accuracy in documentation, records, and client reports
- Organize and maintain digital files, client contracts, and project documentation for easy retrieval and team collaboration
- Assist in preparing reports, presentations, and other business documents as needed
- Ensure all client-related documents and tasks are properly recorded in the CRM system
Success Metrics
- Maintain 100% document organization, ensuring client files are updated and accessible within 48 hours of receipt
- Deliver reports and presentations within the specified deadlines
- Serve as the first point of contact for basic client inquiries, scheduling meetings, and administrative updates
- Ensure client-related tasks are documented, prioritized, and followed up on with account managers
- Schedule client meetings and communicate action items clearly to all stakeholders
Success Metrics
- Maintain 100% client follow-ups within 48 hours after each meeting
- Achieve 90% or higher client satisfaction through timely responses and efficient task tracking
- Research and identify new relevant Instagram accounts for potential client engagement on a weekly basis
- Monitor social media activity and engage with followers by commenting on posts and sending direct messages (DMs) to potential partners or clients
- Support the account management team in creating engaging social media posts and captions across platforms such as Instagram and Facebook
- Schedule and publish social media content (3–4x per week)
- Create simple Canva designs and source great visuals for posts and campaigns
- Track social media and campaign analytics; prepare weekly/monthly performance reports
- Update and maintain client tenant information sheets to ensure accuracy
- Tag suite owners in relevant Instagram posts to enhance visibility and engagement
- Share Instagram stories featuring tenants weekly to promote their services
Success Metrics
- Achieve a 15% monthly increase in follower engagement (comments, DMs, likes) through targeted outreach and interactions
- Assist in pitching for speaking engagements and managing outreach campaigns
- Support lead generation and relationship-building efforts alongside the marketing/account team
- Facilitate clear communication between marketing, research, and account management teams
- Integrate market research findings and client feedback into project workflows
- Ensure alignment across departments to support campaign success
Success Metrics
- Ensure 100% of cross-departmental updates are communicated within 24 hours and integrated into workflows
- 2+ years of experience in an administrative, marketing assistant, or operations support role, preferably within a marketing or creative agency
- Proficiency in Microsoft Office Suite, Google Workspace, and project management tools such as Asana, Monday.com, Trello, or Notion
- Skilled in Canva and comfortable sourcing/creating simple visuals
- Familiarity with LinkedIn for outreach and engagement
- Strong organizational and multitasking skills with high attention to detail
- Excellent written and verbal communication skills (strong English communication required)
- Creative, proactive, and organized, with the ability to work independently and manage time efficiently in a fast-paced environment