Administrative & Creative Operations Assistant

We are looking for a versatile, proactive, and tech-savvy Administrative & Creative Operations Assistant to serve as the right hand to our Managing Director. This is a "hybrid-dynamic" role: while much of your work can be done remotely, you must be available for face-to-face meetings and site oculars as needed.

The ideal candidate is a "Swiss Army Knife" professional—someone who can pivot from balancing spreadsheets to designing high-end client presentations without missing a beat.

Key Responsibilities

1. Executive & Administrative Support

• Provide direct support to the Managing Director, managing calendars and filtering communications.
• Supplier Sourcing: Research, contact, and negotiate with vendors to find the best quality and pricing for projects.
• Financial Tasks: Draft and send professional quotations, follow up on payments, and issue invoices accurately.

2. Visual Design & Presentations

• Canva Mastery: Create visually stunning, brand-aligned presentations and pitch decks for high-level clients.
• Translate complex ideas or data into easy-to-digest visual layouts.

3. Social Media Management

• Oversee social media channels by scheduling posts and engaging with the community.
• Assist in content creation (graphics and captions) to maintain a consistent brand voice.

4. Operations & On-Site Support

• Attend face-to-face meetings to take minutes and track action items.
• Conduct site oculars (property/venue inspections), taking photos and notes to report back to the team.

Required Skills & Qualifications

• Microsoft Office Guru: You must be proficient in Word, Excel (formulas and data entry), and Outlook.
• Design Eye: Proven experience using Canva to create professional-grade business documents.
• Financial Literacy: Comfortable handling invoices, quotations, and basic math for supplier sourcing.
• Communication: Exceptional written and verbal communication skills; you’ll be representing the brand to suppliers and clients.
• Adaptability: Ability to work independently from home but show up energized for in-person tasks and oculars.

Why Join Us?

This isn't a "sit and wait for instructions" job. You will have a seat at the table, see the inner workings of the business, and play a direct role in our growth. If you are organized, creative, and love a role where no two days are the same, we want to meet you.

Skills

1. Technical & Software Proficiency

These are the non-negotiables. The candidate must be able to hit the ground running with your existing tech stack.

• Advanced Microsoft Office: Beyond just typing; they should know how to use Excel for budget tracking/supplier lists and Word for professional reporting.
• Canva for Enterprise: Ability to use brand kits, create templates, and produce high-fidelity presentations that look custom-made, not "cookie-cutter."
• SMM Tools: Familiarity with scheduling platforms (like Meta Business Suite, Buffer, or Later) and a basic understanding of social media algorithms.
• Cloud Collaboration: Proficiency in Google Workspace, Slack, or Zoom to ensure seamless remote communication.

2. Operational & Financial Literacy

Since this person handles your "bottom line" (invoices and suppliers), accuracy is critical.

• Strategic Sourcing: The ability to vet vendors, compare quotes, and negotiate terms rather than just picking the first option on Google.
• Basic Accounting Knowledge: Understanding the difference between a quote, a purchase order, and an invoice to ensure the Managing Director’s records are audit-ready.
• Project Management: Keeping track of deadlines for multiple clients and ensuring no "ocular" or meeting is missed.

3. Creative & Communication Skills

This role acts as a brand ambassador, both online and in person.

• Copywriting: Writing professional emails to suppliers and engaging captions for social media.
• Visual Storytelling: The ability to take raw data or a verbal brief from the Director and turn it into a compelling visual pitch.
• Professional Presence: High "soft skills" for face-to-face meetings and client-facing interactions during site visits.

4. Logistics & Physical Requirements

Because this isn't a 100% desk job, these practical skills are vital:

• Spatial Awareness: For site oculars, they need to be able to take meaningful photos/videos and assess a physical space's suitability for projects.
• Time Management: The discipline to stay productive while working remotely, but the flexibility to travel for in-person requirements.