Job Title: Administrative Associate
Location: Hybrid – Mon/Fri Remote, Tues/Wed/Thurs Onsite at 51 Madison, Studio Location (2nd Basement)
Duration: 4+ Months (Possible extension)
Hours: 9am – 5pm, 37.5 hours per week
Interview: 1st interview virtual, 2nd interview onsite with 2 managers
Position Summary
The Multimedia & Design team is seeking an Administrative Associate to provide operational and administrative support for our internal creative studio within Corporate Communications Department.
This position plays an important role in creating a welcoming, organized, and responsive environment for employees, clients, freelancers, vendors, and guests visiting the studio, while supporting the team's day-to-day operations.
Principal Duties and Responsibilities
- Serve as the first point of contact for employees, clients, freelancers, vendors, and guests, providing a welcoming and professional experience while supporting the day-to-day operations of the studio
- Provide primary coverage for the main studio phone line and visitor access, including greeting guests and assisting with entry into the studio
- Maintain the appearance, organization, and readiness of the studio's shared spaces, including conference rooms, reception, pantry, and common areas
- Coordinate office and studio supplies, catering, maintenance requests, and other operational needs to ensure the studio is ready for daily operations, meetings, and client visits
- Provide administrative support to Multimedia & Design leadership, including calendar coordination, travel arrangements, expense reports, document preparation, meeting scheduling, and other administrative support as needed
- Coordinate purchasing requests, monitor orders and deliveries, communicate status updates, and follow through until requests are completed
- Receive and coordinate incoming and outgoing deliveries, including UPS, FedEx, and messenger services
- Support operational workflows through data entry and administrative support in MediaPulse and other internal business systems
- Assist with proofreading, formatting, and preparation of documents and presentations as needed
- Support Operations & Administration initiatives, special projects, team meetings, catered lunches, and other administrative assignments as needed
Qualifications
- Administrative experience in a corporate or professional office environment
- High School diploma or GED required; Associate's or Bachelor's degree preferred
- Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and Copilot
- Comfortable learning new technologies and internal business systems, including MediaPulse
- Excellent organizational, written, and verbal communication skills
- Strong customer service and interpersonal skills
- Strong attention to detail with the ability to manage multiple priorities
- Ability to work independently and collaboratively in a fast-paced environment
- Professional, dependable, and committed to following through on assignments
Preferred Qualifications
- Experience working in a corporate communications, creative, multimedia, or production environment
- Experience using MediaPulse
Working Environment
- This position provides in-person operational support for the Multimedia & Design studio and requires a regular on-site presence during the team's scheduled in-office workdays.