Executive Assistant – Traffic Coordinator

📋 Description

• Oversee and prioritize executive email communications, manage calendars, coordinate meetings, arrange travel, and deliver administrative assistance.

• Serve as a traffic coordinator, facilitating project flow among the executive, creative team, and external service providers.

• Gather detailed project briefs and clarify requirements with stakeholders prior to briefing suppliers.

• Source and secure quotes from service providers, prepare initial cost estimates, and aid in project budget monitoring.

• Assist in the preparation of reports, presentations, and maintain organized records of briefs, quotes, and project documentation.

• Manage timelines and ensure marketing deliverables are completed punctually, providing regular project updates and progress reports.

• Collaborate closely with the executive to enhance operational efficiency and minimize administrative bottlenecks.

⛳️ Requirements

• Prior experience as an Executive Assistant, Virtual Assistant, or Project/Traffic Coordinator, preferably in marketing, communications, or an advertising agency setting.

• Strong skills in project coordination with the capability to manage multiple projects concurrently.

• Exceptional written and verbal communication abilities.

• Capacity to work autonomously and proactively identify tasks and set priorities.

• Experience in obtaining quotes and coordinating with external suppliers or service providers.

• Strong administrative and reporting skills; proficiency in Microsoft Office and preparation of presentations.

• Keen attention to detail with the ability to work swiftly and accurately.

• Experience in financial administration, including costings and budget tracking, is a plus.

🏝️ Benefits

• Fully remote, flexible working arrangement

• Opportunity to support a meaningful non-profit initiative

• Consistent and clearly defined operational support role