Administrative and Project Coordinator


Our purpose is to effectively communicate to people how they can make their lives better. AFFIRM is an award-winning full service advertising agency listed on the Business Journal Milwaukee Top 25 agency list. We produce POSITIVELY ENGAGING MARKETING for our clients by handling all aspects of the marketing process, including strategic marketing plans, branding, digital (website design & hosting, pay-per-click, SEO, social media, reputation management, targeted online) creative design, public relations, and media planning and placement. 

Our Core Values are what differentiate us from other agencies; we are Always Responsive, Compellingly Creative, Extremely Reliable, Amazingly Resourceful, Openly Collaborative, Exceptionally Adaptable, Always Positive and we like to have Inspired Fun.

AFFIRM is currently partnering with clients such as Wisconsin Dept. of Transportation, METRO Bus, Wisconsin Dept. of Justice, Dane County Regional Airport, Amato Automotive Group, The Fireside Theatre, Suffolk County Water Authority, University of Wisconsin - Green Bay and Long Island Rail Road.

Position Details

Administrative and Project Coordinator
Southeast Wisconsin
Pewaukee, WI

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.

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