Administrative Assistant

Description

**Job Mission** Organize contracts and provide clients with operational support for the products sold, serving both clients and the company, and taking responsibility for follow-up with clients. Provide support for the unit’s administrative routines, maintaining direct interface with the Head Office’s Finance and HR departments. **Main Responsibilities:** * **Reception and Scheduling**: Receive advertising information and materials from clients and organize them in a dedicated scheduling system * **Schedule Preparation**: Create detailed broadcast schedules for commercials, ensuring all elements are included as agreed upon during negotiations * **Insertion Control**: Monitor and manage Insertion Orders (IOs), which are formal requests for commercial broadcasting * **Report Generation**: After broadcasting, issue irradiation reports documenting which commercials were aired, serving as the basis for billing and invoice issuance * **Interdepartmental Collaboration**: Work jointly with Sales, Marketing, Programming, Administration, and IT departments to ensure all operations align with commercial strategies Skills * **Effective Communication**: Ability to communicate clearly with various departments and clients * **Organization**: Skill in managing multiple tasks simultaneously, ensuring all commercial insertions are executed within established deadlines * **Data Analysis**: Competence in monitoring operational data to optimize processes * **Project Management**: Knowledge of project management methodologies is important for coordinating diverse operational activities * **Emotional Intelligence**: Ability to handle conflicts and foster a collaborative work environment **Academic Qualifications** **Preferred Education**: Bachelor’s degree or currently enrolled in Social Communication, Business Administration, Marketing, or Operations Management **Required Prior Experience**: Previous experience in similar administrative roles, or within the commercial or advertising sector Activities: * Check and respond to corporate emails, addressing client requests * Formalize contracts, enter them into Inforádio, and register clients * Audit contracts, review briefings, draft copy, and forward to production * Contact clients to request approval of materials prior to broadcast * Replace or utilize materials according to client requests * Verify flash schedule timelines * Register materials in the software corresponding to the media to be broadcast * Generate broadcast schedules for the media to be aired * Issue broadcast confirmation documents—mandatory in cases involving government entities and agencies * Copy contracts and IOs, file them in designated folders, and forward originals to the Finance department * Update financial spreadsheets with daily transactions * Provide information to support monthly payroll closing and maintain organized records * Record the unit’s accounts payable and receivable * Process invoices and follow up with clients, suppliers, and partners when necessary * Provide administrative support during preparation of the unit’s budget * Participate in unit audits * Support requests originating from the Head Office related to HR, Finance, and Procurement activities.