Administrative Assistant – Advertising

Posted/Last Revised: 10th Mar, 2019


Assists Advertising Directors, Managers and team members with administrative requirements as related to the management of the everyday functionality of the advertising department

Essential functions/Responsibilities:

  • Co-ordinates and schedules meetings, conference calls, etc.;
  • Distributes and maintains lineage, revenue and credit reports, memos, letters, and general info. Processes monthly sales reps. reports. Separates and distributes monthly data reports according to departments, staff and management;
  • Verifies and processes expenses; payroll; processes, employee absenteeism documents, vacations, check requisitions, etc.;
  • Assists and/or re-directs general inquiries for staff, company employees and incoming calls from general public, associated companies and outside firms;
  • Co-ordinates projects such as departmental contests and other initiatives on an as needed basis;
  • Ticket distribution and tracking;
  • Liaise with HR on approved training initiatives – tracking, reporting and assessment of success;
  • Maintaining office services; such as organizing office operations and procedures, liaising with other agencies, organizations and groups, maintaining office equipment and supervising office staff;
  • Maintaining office records;
  • Sustaining office efficiency by planning and implementing office systems, maintaining and replenishing inventory and anticipating needed supplies;
  • Sales lead tracking and management;
  • Develop and manage sales reports from a variety of data sources
  • Special print inventory tracking;
  • Initiate and manage B2B revenue streams
  • Completes special projects and other duties as required



  • Demonstrates a strong ability to analyze preliminary raw data and identify the benefit of using this available information in the correct context;
  • Must be a self-starter who can work with minimal supervision;
  • Ability to work in a fast-paced environment with multiple and changing priorities;
  • Accountable and responsible problem-solver who resolves issues in a timely manner;
  • Strong attention to detail;
  • Provides timely and accurate communications;
  • Resourceful and organized;
  • Strong communication and organizational, and customer service skills.



  • Minimum of post-secondary education;
  • 2-3 years’ experience working with a sales team
  • Previous experience with CRM programs an asset
  • Working knowledge of office processes and systems;
  • Strong computer skills, specifically MS Word, Excel, Outlook and Google Docs