Admin Assistant, Creative Advertising

The Administrative Assistant, Creative Advertising, provides day-to-day administrative support to the Head of Creative Advertising and broader Creative Advertising team. This role supports calendar management, scheduling, travel and expense processing, phone coverage, file organization, and preparation and distribution of creative materials. The position works closely with department employees, internal teams, outside agencies, vendors, and external partners to help keep creative advertising workflows organized, timely, and well documented. Essential Responsibilities: Provide administrative support including calendar scheduling, travel coordination, expense processing, filing, phone coverage, and meeting agendas. Assist with tracking creative deadlines and maintaining organized project materials for audiovisual campaigns to support department workflow management. Distribute, file, and organize creative materials for cross-functional review and internal meetings. Coordinate routine correspondence and materials between external partners, filmmakers, and internal teams, as directed. Support purchase order and budget tracking processes, including data entry, updates, and follow-up on outstanding items. Research competitive materials and track current work from trailer agencies. Coordinate department meetings, reviews, and team events. Prepare meeting materials, agendas, and follow-up notes as needed. Maintain department distribution lists, filing systems, and contact databases. Handle confidential information and materials related to unreleased films with discretion and care. Perform other administrative duties and department support tasks as assigned.