Creative Administrative Assistant
About the Creative Administrative Assistant position VIVA Creative is looking for a Creative Assistant to provide direct support to the lead creative executive and team. Our fast-paced agency environment requires a Creative Assistant who is a quick thinker, can anticipate creative department needs, and can operate with independence in an atmosphere where confidentiality is a core value. In this role, the Creative Assistant will provide overall administrative tracking, planning, scheduling support, and some personal assistance, while multi-tasking across a range of agency creative activities and priorities. Candidate must have excellent writing and verbal communications skills, be extremely organized, dependable, and comfortable communicating with senior agency management and executive level client contacts. This position offers tremendous growth opportunity for a skilled communicator with a passion for creative ideation and strategy. Someone who is willing to learn and excited about taking the initiative to go above and beyond will have the opportunity to work first hand with experienced associates on large-scale communications, marketing, advertising, and live event projects from concept through execution. This is not an entry level position. 3-5 years of recent administrative experience, preferably for a marketing/communications agency or other client service industry preferred. WHAT YOU'LL DO Serve as go-to point of contact for all internal and external communications for the lead creative executive Engage associates, clients, and industry partners with your professional, can-do demeanor and flawless communications skills Research and compile progress reports for daily senior management briefing on project progress and needs Attend internal and external meetings, taking clear and concise notes, noting key follow-up action items Manage scheduling and commitments of lead creative executive including, but not limited to, client and internal agency meetings, travel planning, etc. Assist the creative team with project briefs and strategic research as needed Assist with proposals and coordination of creative team activities and training Additional special projects/tasks as necessary Screen and direct phone calls/take messages Monitor executive email and calendar, responding where appropriate, and advising executive of critical communications requiring action Prepare time sheets, expense reports and budget documents Manage the flow of creative content by tracking the development and review processes of all assets, coordinating and managing daily executive creative input sessions, team meetings, and asset reviews for all agency departments ABOUT YOU A Bachelor's Degree is required with at least 3-5 years' experience assisting senior executives, ideally in a marketing/communications agency or other client service industry Excellent written and verbal communication skills with the skill to interact successfully with all levels of any company or organization Ability to prioritize multiple high priority tasks and projects and deliver with flawless execution Intuitive nature with the aptitude to anticipate needs and make the right decision in critical moments Strategic thinker who can adapt to change quickly and seamlessly with a positive, can-do attitude No task is too small or large, nothing is above or below you Excellent writing and verbal communication skills with a passion for creative development Reliable and determined to support agency success through quality service and personal development Strong organizational skills and attention to detail Proficient in both Mac & PC Ability to travel and work nights and weekends, when client needs require Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and Keynote. Proficiency with Adobe Creative Suite is a plus Reliable transportation car required ABOUT US We are one of the fastest-growing privately held agencies in the United States. We specialize in experiential, content, and digital marketing supported by in-house creative and production. See more here: www.vivacreative.com.