Job Description

Position: Traffic Coordinator

Hours: 40 hours a week, 8:30-5:30

Equipment (laptop, etc): Mac workstation

Software/Tools: Excel for project management, MS Office

Onsite 5 days a week

Dress code: business dressier than casual

Team Overview (size, culture, cross-functions): small office, 10-12 people – creatives and account executives

Key areas:

-Real estate background ideal

-Good scheduler, organized project coordinator

-Marketing background, degree in Marketing

-Experienced, not green

-Meticulous, great attitude

-Go getter

The qualifications for Traffic Coordinator are:

– Bachelor (4 years) degree (preferred)

– 3+ years’ experience in a corporate business setting

– Demonstrated knowledge of executive and administrative support to c-suite or senior leadership within an established corporate work environment

– Demonstrated capabilities in marketing services, schedule administration, and project management

– Dependable, highly motivated, professional, able to handle a demanding workload, and be efficient at prioritizing and organizing multiple tasks

– Self-starter and comfortable working in a collaborative, fast-paced environment

-Advanced level experience with MS Office applications including MS Word, MS Outlook, PowerPoint, and Excel for Work in Process job tracking, who is working on what, client communication, due dates, etc.)

-Mac experience is highly desired.

OBJECTIVE:

• Traffic: Lead effort in keeping the creative team on task and meeting project deadlines, handling the logistics, and keeping all parties (account team) updated on the progress. The end goal is to make certain that projects go smoothly, and that both the client and InterCom are satisfied with the end result.
• Executive Assistant: Provide administrative support to the company president, with tasks including answering phones, calendar management, client correspondence, note and letter transcription, conference and speaking engagement planning, travel coordination, and miscellaneous personal tasks and assignments.

JOB RESPONSIBILITIES:

Traffic

– Interface with applicable account and creative staff/contractors, vendors, and media regarding schedules and materials fulfillment

– Manage deadlines through the creative development process, and coordinate delivery of materials through appropriate channels

– Maintain files on all print collateral

– Create detailed schedules and set deadlines for various stages of client and agency projects

– Distribute assignments to creative teams and other departments, depending on their availability and priorities

– Meet with A/Es to learn more about new project details and give progress updates on existing projects, communicating any issues

– Monitor projects and workloads, adjusting assignments and deadlines accordingly

– Work with all team members to ensure they have the resources needed for their jobs

– Prepare and mail FedEx packages for the account team

Executive Assistant

– Provide phone support for incoming calls to the agency

– Manage the President’s schedule and calendar, arranging appointments, meetings, conference calls, and travel

– Draft introduction and thank you letters and transcribe notes and conference reports from various meetings by President

– Assist in the preparation of new business presentations, proposals, and accounting support

– Manage project sample archive to provide examples upon request by the president

– Input timecards for President and select creative contractors

– Maintain copier equipment and order toner supplies. Troubleshoot occasional problems with equipment

– Manage stationery and kitchen supplies and facilitate monthly orders as needed.

– Assist with daily clean-up and monitoring of kitchen facilities and set up for client visits.

– Various other office tasks/duties not specifically named above

– Other personal tasks to assist the president during normal business hours

PROFESSIONAL EXPERIENCE AND SKILLS REQUIRED:

– Ability to multitask, organize and collaborate

– Excellent people management skills

– Must be able to prioritize and be a strong communicator and decision-maker

– Strong organizational skills

– Excellent Time-management skills

– Possess an eye for detail and have strong problem-solving skills

– Professional Phone etiquette

– Proficiency in Microsoft Office 360 Software (Knowledge of Mac)

– Must work well with others and be a positive contributor to the team

– Must be reliable, dependable, and punctual

– Must use discretion when handling confidential information

– Must have a current California Driver License and personal vehicle

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