Assistant / Administrative Support

Job Description

As an Assistant / Administrative Support for ApeMind Agency, you will play a key role in keeping the agency?s daily operations organized and efficient. You will support the team with administrative tasks, scheduling, client communication, documentation, and other essential office functions. This role is ideal for someone who is highly organized, proactive, and detail-oriented, with excellent communication and multitasking skills.Key Responsibilities:

• Administrative Tasks:
• Manage and organize office documents, digital files, and client contracts.
• Handle correspondence, emails, and phone calls, ensuring all communications are responded to in a timely manner.
• Maintain office supplies inventory and order materials as needed.
• Assist with onboarding new clients, including preparing necessary documentation and contracts.
• Scheduling and Calendar Management:
• Coordinate and schedule meetings, both internal and with clients, ensuring there are no conflicts.
• Organize team calendars and ensure deadlines are met.
• Prepare agendas and take meeting notes as needed.
• Client Relations and Communication:
• Act as a point of contact for clients for non-technical inquiries and ensure that all client requests are addressed.
• Assist the Account Managers in preparing client reports, proposals, and presentations.
• Track and maintain client records, ensuring all information is up-to-date.
• Project Coordination Support:
• Help monitor the progress of ongoing projects and assist with project-related tasks, including timelines, deliverables, and communication between teams.
• Ensure all project documents are correctly filed and accessible.
• Financial Administration:
• Assist with invoicing, payment tracking, and maintaining financial records for clients.
• Monitor and help manage the agency?s budget for office and project-related expenses.
• General Office Support:
• Handle general administrative tasks such as photocopying, filing, and maintaining office organization.
• Assist with travel arrangements for team members when required.

• Organizational Skills: Strong ability to manage multiple tasks, stay organized, and prioritize workloads.
• Communication: Excellent verbal and written communication skills to interact with clients and team members.
• Tech-Savvy: Proficiency with office software (Microsoft Office, Google Suite), project management tools (Trello, Asana, etc.), and communication platforms (Slack, Zoom).
• Attention to Detail: Ability to catch errors and ensure that all documents are correct and complete.
• Customer Service Orientation: Comfortable interacting with clients and providing excellent service.
• Time Management: Ability to work efficiently under pressure and meet deadlines.
• Experience: Previous experience in an administrative or office support role is preferred but not required.

• Proactive: Ability to anticipate needs and take initiative without constant supervision.
• Problem-Solver: Ability to troubleshoot minor issues and help resolve challenges quickly.
• Adaptable: Willingness to take on new responsibilities and learn new tools as the company grows.

• Creative and Fast-Paced Environment: Work with a dynamic and growing marketing agency where your contributions will directly impact the success of clients.
• Supportive Team: Be part of a friendly, collaborative team where your ideas and hard work are appreciated.
• Career Growth Opportunities: As ApeMind Agency grows, you?ll have opportunities to take on more responsibility and grow with the company.

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