Job Description: Executive Secretary / Project Manager
Position: Executive Secretary / Project Manager
Location: Miami (Preferred) - Remote Role
Type: Full-Time
Industry: Advertising / Creative Agency
About Us:
We are an independent advertising agency who specializes in the fields of sports, fashion, music, and art. We collaborate with diverse clients to create and produce powerful brand content. We are seeking a highly organized and proactive Executive Secretary / Project Manager to join our team and help streamline our operations while driving the success of our projects. We need a highly organized individual to join a team of creative leaders.
Job Overview:
The Executive Secretary / Project Manager will provide administrative support to senior executives while managing the day-to-day operations of client projects. This role requires a balance of administrative expertise, strong communication skills, and the ability to manage multiple tasks efficiently. The ideal candidate will be a strategic thinker with experience in advertising, marketing, or a creative environment. Someone who is highly organized and enjoys the process of creating structure and planning ahead is needed.
Key Responsibilities:
- Executive Support:
- Manage executives' calendars, schedule meetings, and arrange travel.
- Prepare documents, presentations, and reports for meetings.
- Serve as the primary point of contact between executives and clients.
- Project Management:
- Oversee the planning, implementation, and tracking of client projects from start to finish.
- Coordinate with internal teams (design, copy, media) to ensure projects are delivered on time and within budget.
- Monitor project progress, troubleshoot issues, and maintain clear communication with clients and team members.
- Administrative Tasks:
- Organize and maintain office files digitally.
- Handle incoming and outgoing communications, including phone calls, emails, and correspondence.
- Manage office supplies and vendor relationships.
- Client & Team Coordination:
- Act as a liaison between clients and agency teams, ensuring clear communication and prompt follow-up.
- Assist in client onboarding processes, including contracts and project timelines.
- Facilitate team meetings, prepare agendas, and record minutes.
Qualifications:
- Minimum of 3 years of experience in an executive assistant, project management, or similar role, ideally within the advertising or creative industry.
- Strong organizational and multitasking skills with attention to detail.
- Excellent verbal and written communication skills.
- Digitally smart and knows how to use gmail, calendars, monday.com etc.
- Ability to work independently, prioritize tasks, and manage time effectively.
- Familiarity with advertising or marketing processes is a plus.
What We Offer:
- Competitive salary and benefits package.
- Opportunity to work in a creative, collaborative environment.
- Career growth and professional development opportunities.
- Flexible work arrangements.
How to Apply:
- If you’re a motivated, detail-oriented professional who thrives in a dynamic, fast-paced environment, we’d love to hear from you! Please submit your resume and a brief cover letter to info@wigz.co
