Administration & Operations Executive

Job Type:

English (Required)

The Mid-Level Administrative Executive supports the seamless functioning of a creative, digital, and media-focused advertising agency. This role bridges administrative operations with creative and client service functions, ensuring smooth coordination, timely delivery, and operational efficiency. The ideal candidate is proactive, highly organized, and thrives in a fast-paced, creative environment.

Key Responsibilities:

1. Administrative & Office Management

Oversee daily office operations, vendor coordination, and facilities management.
Manage correspondence, scheduling, and meetings for team & management. Maintain both digital and physical filing systems for client and project data. Support onboarding processes of the new leads and assist HR with attendance and documentation. Handle incoming calls, emails, correspondence. Manage office expenses, petty cash, related activities.

2. Project Coordination & Team Support

Coordinate tasks between creative, media, and account management teams.
Track project follow-up on timelines, deliverables, and team progress. Help prepare clientpresentations, reports, and proposals. Track and update project status sheets and contact lists. Schedule and record internal meetings note and creative reviews. Prepare and distribute weekly status reports and follow-up updates. Liaise with production houses, printers, and other vendors for project support.

3. Client & Campaign Support

Assist account managers in preparing proposals, client decks, and reports.
Support campaign, follow-up of approval status such as scheduling meetings, creative approval, contentapproval with the team & client. Ensure campaign documentation, contracts, and deliverables are organized and up to date.

4. Financial Department Assistance

Process invoices, quotations, and purchase orders.
Maintain vendor databases and assist with contract renewals. Support monthly financial reconciliation and expense tracking.

5. Event & Internal Communications

Coordinate agency events, workshops, and client meetings.
Support employee engagement and internal communications initiatives.

Qualifications & Experience:

Performance Indicators (KPIs):

[email protected].