Marketing and Executive Administrator

Job description

We are seeking a detail-oriented, proactive, and highly organized Marketing and Executive Administrator to join our growing marketing agency, Imizamo Media. As the central support hub of our team, the marketing and executive administrator will play a critical role in ensuring smooth daily operations, supporting our leadership and client services teams, and maintaining efficiency across departments. This individual will be instrumental in streamlining internal processes, managing administrative workflows, and contributing to the overall productivity and morale of the agency.

The ideal candidate thrives in a dynamic, fast-paced, creative environment and brings a high level of professionalism, initiative, and problem-solving capability to their work.

Key responsibilities:

1. Office and operations management

• Serve as the first point of contact for general inquiries and office communications.
• Manage office supplies, vendor relationships, equipment maintenance, and facility-related requests (or manage digital tools and remote setup in virtual settings).
• Maintain organized filing systems (digital and/or physical), including contracts, employee records, and legal documents.
• Ensure compliance with company policies and standard operating procedures.
• Assist in implementing and improving operational systems, processes, and best practices.

2. Executive and team support

• Manage calendars, schedule meetings, and coordinate travel and accommodations for leadership and team members.
• Prepare and distribute agendas, meeting notes, and internal reports.
• Support the onboarding and offboarding process for employees, including account setup, equipment provisioning, and welcome documentation.
• Liaise with external vendors, freelancers, and consultants as needed.

3. Client coordination and communication

• Support the client onboarding process by gathering necessary documents, coordinating kick-off meetings, and maintaining records.
• Ensure timely follow-ups with clients regarding contracts, invoices, and general inquiries.
• Maintain the client database and CRM platforms with up-to-date contact and project information.
• Prepare and format presentations, reports, and proposals as needed.

4. Project and campaign assistance

• Work closely with project managers and account executives to track deliverables, deadlines, and task assignments.
• Help organize saving creative assets, briefs, and project documentation across internal folders and tools (e.g., Google Drive, Share Drive).
• Monitor task progress and ensure team accountability by following up on timelines.
• Assist in coordinating meetings, brainstorming sessions, and project reviews.
• Traffic manage the workflow in the agency

5. Finance and bookkeeping support

• Track and submit employee timesheets, contractor invoices, and reimbursements.
• Process invoices and file them accordingly
• Monitor office and departmental expenses and assist in budget tracking.
• Process accounts payable and receivable in coordination with finance or accounting teams.
• Prepare expense reports and assist with monthly/quarterly financial overviews.

6. HR and culture initiatives

• Maintain employee records and assist with benefits administration in collaboration with HR.
• Coordinate team-building activities, company-wide meetings, and recognition initiatives.
• Support internal communication and employee engagement programs.
• Maintain compliance with employment regulations and company policies.

Preferred qualifications:

• Familiarity with digital marketing terms, tools, and workflows.
• Tertiary qualification as a diploma or degree in a related field.
• Basic understanding of finance and HR processes.
• Experience supporting senior executives or project teams.
• Comfort in working within a hybrid or remote-first environment.

Required competence

• Motivated self-starter who can light up the office proactive
• Assertive speaker on the phone, excellent written and verbal communication skills.
• Minimum of 4-6 years of experience in administrative or office management roles, preferably within a creative, marketing, or digital agency.
• Strong organizational skills with a keen attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• High proficiency with productivity tools (eg, Microsoft Office Apps especially word and powerpoint, Slack).
• Experience with project management platforms (e.g.Monday.com)
• Ability to work independently and maintain discretion with confidential information.

Posted on 13 May 15:07, Closing date 12 Jul