ADMINISTRATIVE ASSISTANT

Description

Job Summary: Assist clients with product operationalization, manage contracts, and ensure customer satisfaction through follow-ups and interdepartmental collaboration. Key Highlights: 1. Interdepartmental collaboration with Sales, Marketing, and IT 2. Focus on organization and effective communication with clients 3. Prior experience in commercial or advertising sectors is desirable **Job Mission:** Organize contracts and assist clients in operationalizing sold products, serving both customers and the company, while taking responsibility for client follow-up activities. **Main Responsibilities:** * **Reception and Scheduling**: Receive advertising materials and information from clients and organize them within a dedicated scheduling system * **Script Development**: Create detailed broadcast schedules for commercials, ensuring all agreed-upon elements are included as stipulated in negotiations * **Insertion Control**: Monitor and manage Insertion Orders (IOs), which are formal requests for commercial broadcast * **Report Generation**: After broadcast, issue irradiation reports documenting which commercials were aired, serving as the basis for billing and invoice issuance * **Interdepartmental Collaboration**: Collaborate 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**: Capability to manage 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** **Desirable Education**: Bachelor’s degree or currently enrolled in Communications, Business Administration, Marketing, or Operations Management **Required Prior Experience**: Previous experience in similar administrative roles, or within the commercial or advertising sector Responsibilities: * Check and respond to corporate emails, addressing client requests * Replace or use materials per client request * Verify flash schedule timelines * Formalize contracts, enter them into Inforádio, and register clients * Audit contracts, review briefings, draft copy, and forward to production * Contact clients to request material approval prior to broadcast * Register materials in the software corresponding to the media to be broadcast * Generate media scheduling for broadcast * Generate proof-of-broadcast documentation mandatorily in cases involving government entities and agencies * Copy contracts and IOs, file them in designated folders, and forward originals to the Finance Department