
Administrative Support Specialist
1 week ago
We are seeking an experienced Executive Assistant to support our client operations in a fast-paced environment. This role involves providing administrative support, managing calendars and project timelines, and coordinating media shoots and deliverables.
Key Responsibilities- Project Management: Maintain detailed calendars, project timelines, and task tracking to organize real estate shoots, post-production timelines, and creative service deliverables.
- Client Communication: Draft follow-up emails, coordinate appointments, and prepare polished client-facing materials aligned with brand standards.
- Inbox and File System Oversight: Keep communications and files organized; tag leads in CRM, archive creative assets, and ensure timely responses across platforms.
- Proposal Preparation: Assist with preparing client proposals, internal reports, production checklists, and delivery folders with accurate formatting and attention to detail.
- Media Scheduling: Help coordinate real estate media shoots, delivery timelines, and internal resource scheduling; liaise with photographers, editors, and clients as needed.
- Creative Industry Background: Minimum 5.5+ years supporting executives in fast-paced creative or service-based businesses; experience with real estate media or production workflows preferred.
- Proactive Self-Starter: Must take initiative, work independently, and offer solutions before being asked.
- Strong Communication Skills: Excellent written and verbal communication; comfortable drafting professional correspondence and interacting with clients.
- Notion and Tech Proficiency: High proficiency in Notion required. Familiarity with project management tools, G Suite, Dropbox, and GoHighLevel CRM; able to manage digital files, assets, and workflows.
- Detail-Oriented and Deadline Driven: Demonstrated ability to prioritize, meet timelines, and manage logistics without constant oversight.
- Client and Team-Oriented Mindset: Committed to supporting internal team performance and client satisfaction by anticipating needs and acting as an integrator across multiple operational areas.
- Associate level
- Full-time employment
- Administrative job function
- Advertising and marketing services industries
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