Media Planning | Atlanta

Freelance Executive Assistant, Media and Analytics

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Job description.

Overview: Provide administrative support to agency management to ensure the team’s ability to operate in an efficient manner with external clients and associates, as well as internal coworkers and peers. Responsibilities:

  • Manage and schedule meetings, appointments and travel
  • Prepare expense reports; facilitate getting proper signatures and back up documentation for approval
  • Reconcile American Express statements to expenses monthly
  • Coordinate travel arrangements through travel agency, finding the best balance between flexibility and cost; make changes as needed
  • Plan/coordinate special events, including client lunches, food for meetings, including ordering, set up and clean up, etc
  • Prepare correspondence and spreadsheets, including charts and graphs, etc.
  • Assemble presentations or other meeting material as needed
  • Manage vendor contracts and contact information
  • Maintain contract expiration/renewal calendar
  • Distribute monthly hours reports to directors
  • Maintain departmental calendar and internal department meetings
  • Facilitate department-wide vendor meetings (scheduling, coordinating set up & lunch, etc)
  • Track and enter work hours, overtime as needed (not often)
  • Track and set up all conference calls for reconciliation to monthly phone charges
  • Manage/distribute magazines
  • Maintain physical files
  • Prepare and distribute mail, prepare FedEx packages
  • Assists in the maintenance of management office supplies 
  • Front Desk Reception Coverage (as needed)
  • Other duties as assigned


  • 4+ years of general work experience preferred with at least two years of experience providing admin support to a team of professionals in a corporate setting.
  • Some college, or BA in Communication or Business Administration preferred
  • Advanced PowerPoint, Word, and Excel skills
  • Strong analytical/math skills/aptitude
  • Optimal professional presence in person and on the phone
  • Customer service oriented – very flexible, expect changes
  • Ability to work with limited supervision
  • Ability to work overtime as needed
  • Organized, self-starter, good initiative, resourceful
  • Demonstrated good judgment when establishing priorities.
  • Excellent verbal and written communication skills