RCI-NYL-6762 Administrative Associate

About the Role

• The Multimedia & Design team is seeking an Administrative Associate to provide operational and administrative support for our internal creative studio within client's Corporate Communications Department.
• This position plays an important role in creating a welcoming, organized, and responsive environment for employees, clients, freelancers, vendors, and guests visiting the studio, while supporting the team's day-to-day operations.

Key Responsibilities

• Serve as the first point of contact for employees, clients, freelancers, vendors, and guests, providing a welcoming and professional experience while supporting the day-to-day operations of the studio.
• Provide primary coverage for the main studio phone line and visitor access, including greeting guests and assisting with entry into the studio.
• Maintain the appearance, organization, and readiness of the studio's shared spaces, including conference rooms, reception, pantry, and common areas.
• Coordinate office and studio supplies, catering, maintenance requests, and other operational needs to help ensure the studio is ready for daily operations, meetings, and client visits.
• Provide administrative support to Multimedia & Design leadership, including calendar coordination, travel arrangements, expense reports, document preparation, meeting scheduling, and other administrative support as needed.
• Coordinate purchasing requests, monitor orders and deliveries, communicate status updates, and follow through until requests are completed.
• Receive and coordinate incoming and outgoing deliveries, including UPS, FedEx, and messenger services.
• Support operational workflows through data entry and administrative support in MediaPulse and other internal business systems.
• Assist with proofreading, formatting, and preparation of documents and presentations as needed.
• Support Operations & Administration initiatives, special projects, team meetings, catered lunches, and other administrative assignments as needed.

Requirements & Tech Stack

• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and Copilot.
• Comfortable learning new technologies and internal business systems, including MediaPulse.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional, dependable, and committed to following through on assignments.

Qualifications

• Administrative experience in a corporate or professional office environment.
• High School diploma or GED required.
• Associate's or Bachelor's degree preferred.

Preferred Qualifications

• Experience working in a corporate communications, creative, multimedia, or production environment.
• Experience using MediaPulse.

Working Environment

• This position provides in-person operational support for the Multimedia & Design studio and requires a regular on-site presence during the team's scheduled in-office workdays.
• Location: Hybrid (Mon/Fri Remote, Tues/Wed/Thurs Onsite)
• Hours: 9am - 5pm, 37.5 hours per week
• Type: Contract only