Remote Creative Services Administrative Assistant

remote type
time type
Full time
posted on
Posted 5 Days Ago
job requisition id
Williams Lea is hiring for a Creative Services Administrative Assistant to work remotely Monday to Friday 9:00 am to 6:00 pm!

Pay: $23.75 hourly


Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
401k Retirement Savings Plan Including Employer Match
Paid Time Off (PTO)
Life Insurance
Paid Parental Leave
Short-term & Long-term Disability
Healthcare & Dependent Care Flexible Spending Accounts
Domestic Partner Coverage
Commuter Benefits
Legal Assistance
Employee Assistance Program (EAP)
Additional Employee Perks and Discounts
The Senior Administrative Associate provides a variety of administrative support functions to a site, office and/or client, which may include tasks such as calendar and phone management and intake of all creative projects through our client’s workflow management tool, Workfront. The ideal candidate will be a critical thinker and organized problem-solver with excellent communication skills, who is eager to learn and grow their understanding of Creative and Marketing project management and operations.

Job qualifications

High school diploma or equivalent education
Minimum (2) years administrative support experience in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (1) year or more. Formal education and/or training may be considered in lieu of experience
Advanced in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to technically troubleshoot applicable software specific to the business/client
Familiar with other software programs for providing administrative support
Strong attention to detail; able to work on multiple projects simultaneously
Must have good organizational skills
Must be able to meet deadlines and complete all projects in a timely manner
Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion
Able to exercise good judgment to make decisions that conform to business needs and policy
Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level
Ability to maintain professional composure when working with immediate deadlines
Ability to work both independently and collaboratively as part of a team
Ability to work in a fast-paced environment
Ability to communicate professionally both verbally and in writing
Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
Must be self-motivated with a positive attitude
Proven customer service skills are required to create, maintain, and enhance customer relationships
Job duties

(* denotes an “essential function”)

*Perform work in administrative support, including, but not limited to, answering phone lines, and providing customer service.
*Work with Client Manager to schedule photographer
*Ability to use Event Management Scheduling software software to reserve spaces for photoshoots
*Arranging for set up of photo rooms and coordinate backdrop
*Collaborate with onsite Office Services
*Provide back up coverage for Out of Office Team (Creative workflow coordinator)
Pull monthly/weekly audit report and review for data errors
*Coordinating batch uploads from photographers
*Manage Workfront Creative Projects
*Retrieving quotes, deadlines, and details from printing vendors
*Manage Image library upkeep
*Oversight for confidential company information including but not limited to corporate credit card information, P-cards, employee and client distribution lists, prospective and current employee information etc.
*Utilize appropriate logs and/or tracking software for all administrative support work 
*Ensure that job tickets are properly filled out before beginning work 
*Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle
*Communicate with team members, lead, supervisor or client supervisor or client on job or deadline issues
*Meet contracted deadlines for accepting, completing, and delivering all work
*Troubleshoot basic equipment problems 
*Interact with clients in person, over the phone, via video or electronically 
Prioritize workflow 
Performs Quality Assurance on own work and work of others 
Answer telephone, emails, and place service calls when needed 
Adhere to Williams Lea policies in addition to client site policies 
Use equipment and supplies in a cost-efficient manner