Admin Assistant

What is an Admin Assistant?

A Virtual Assistant serves as a versatile support professional, handling a wide range of administrative, operational, and customer-facing tasks. From managing communication and schedules to coordinating events and assisting with basic bookkeeping, this role is vital for ensuring seamless operations within a fast-paced media environment.

Virtual Assistants in the media industry often work closely with management teams, contributing to departmental policies, vendor relations, and even creative tasks like designing marketing materials.

Average Monthly Employment Cost (with Benefits)

Average Annual Employment Cost (with Benefits)

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Admin Assistant Job Description

We are looking for a highly organized and proactive Virtual Assistant to join our media company. In this role, you will support daily operations by managing communications, assisting with financial tasks, coordinating travel, and maintaining schedules. Your role will also include collaborating with management to refine processes, addressing vendor issues, and supporting event planning and hiring efforts.

This position offers an opportunity to work in a dynamic, fast-paced media environment where your organizational skills and attention to detail will directly contribute to the success of the team.

In this role, you will: 

• Customer Service: Respond to emails and phone calls from internal and external clients, providing exceptional support.
• Financial Tasks: Handle basic bookkeeping, including budgeting, accounts payable/receivable, and payroll processing.
• Administrative Support: Draft reports, prepare professional correspondence, and perform day-to-day administrative tasks.
• Meeting Coordination: Attend meetings, take detailed notes, and assist with follow-up actions.
• Policy Development: Work with management to develop and refine departmental policies and procedures.
• Travel Coordination: Plan and manage travel arrangements, including budgeting and reimbursements.
• Vendor Management: Address issues related to shipments, billing, and statements with vendors.
• Event Planning: Organize events such as meetings, professional development activities, and team initiatives.
• Creative Tasks: Design basic marketing materials to support ongoing initiatives.
• Recruitment Support: Assist in overseeing the hiring process for the department.
• Other Duties: Perform other related tasks as required to ensure smooth operations.

Essential Skills & Qualifications:

• Technical Proficiency: Strong knowledge of Microsoft Office Suite and Google Workspace.
• Communication Skills: Excellent verbal and written communication abilities to collaborate effectively.
• Attention to Detail: A meticulous approach to managing tasks and ensuring accuracy.
• Organizational Skills: Strong time-management skills to juggle multiple priorities in a dynamic environment.
• Independence: Ability to work autonomously with minimal supervision.

Preferred Qualifications:

• Media Industry Knowledge: Familiarity with media-specific tools and workflows is a plus.
• Creative Skills: Experience in basic graphic design or marketing material creation.
• Problem-Solving: A proactive mindset to identify and resolve operational challenges effectively.