Administrative and Project Coordinator

If you are a positive, organized, and motivated individual, we invite you to apply for this position! The ADMINISTRATIVE AND PROJECT COORDINATOR generally provides administrative assistance to all agency staff in the day-to-day management of the firm from an operations standpoint, including all ongoing projects.

Primary Responsibilities:

Provides administrative assistance to account staff on day-to-day firm activities, including:

• Greets visiting clients and vendors
• Answering/responding to phone calls, emails, and faxes
• Handling mail/packages (internal/external)
• Depositing payments
• Invoicing/billing support
• Opening the office in the mornings, closing the office in the evenings
• Monitoring and ordering supplies
• Calling for assistance/support with regard to facilities and equipment when necessary
• Monitoring production and creative deadlines, to ensure continued progress of client and internal workflow, and other assigned tasks
• Set up, preparation and support of internal and client or vendor meetings

Additional Responsibilities May Include:

• Stays aware of assigned client activities to provide backup when necessary
• Gathers and assembles background information and analyses as needed by account manager in development of briefs, etc.
• Provides input in planning stages as requested by account executives, media director or creative department.
• Assists in mailings, processing final copy, agendas, conference reports, proposals, presentations, correspondence and other materials related to account service. 
• By account executive request, takes notes at meetings, prepares and distributes conference reports, etc. 
• Proofreads copy, artwork, agency and printers’ proofs as requested; helps to see that all work completes the agency approval process before being reviewed by clients or turned over to suppliers
• Shares the responsibility of providing administrative services to the PRSA - Southeastern Wisconsin chapter for as long AFFIRM is contracted to do so

Required Skills/Attributes:

• Knowledge of and confidence with use of Microsoft and Microsoft Office tools, such as Outlook, Word, Excel, PowerPoint 
• Ability to multitask and successfully support several responsibilities
• Personable, friendly and approachable; this person serves as the first point of contact with the agency in many cases 
• Excellent attention to detail and accuracy in communications (internal and external) 
• Openness to take on tasks as assigned and jump in where needed

AFFIRM is located in a beautifully renovated 5600 sq. ft. office condo minutes off I-94 in Pewaukee with plentiful FREE parking. Our office is 20 minutes from downtown Milwaukee with easy access to the entire area and Madison. Salary commensurate with experience. The agency also offers generous health, dental, disability and retirement benefits.