Administrative Support Specialist/Digital Asset Support
Design Partners is seeking an on-site Administrative Support Specialist who is able to assist and adapt to the ever-changing excitement of the day to day activities of a graphic design firm. We wear a lot of different 'role hats' here at Design Partners - which is part of the fun! This is a full time in-office position.
Who we are
We are Design Partners – It’s not just our name; it’s how we work. Being a true partner is about our vision and commitment, and it’s how we’ve run our business of brand strategy and brand design for 40 years. We are committed to the success of our partners.
Who you are
You are a driven individual who enjoys being part of an energetic and inspired team. We are actively seeking a motivated self-starter with experience in Professional Administrative Assistant and Support roles. You are an expert in organization and efficiency and you are also tech-savvy. You are committed to your role, you love to assist in a variety of capacities and are very motivated to be a key player in the success of our company and an asset to our clients. If you believe you are this person, then you may be the perfect fit for our team!
If you have Digital Asset Management or Librarian experience, that is a bonus. If not, your superior organizational skills will assist you in learning.
Responsibilities
- Greeting clients, answering phone calls, giving directions and solving simple routine requests
- Answer and transfer phone calls, screening when necessary
- Answer emails in a professional and timely manner
- Welcomes and directs visitors
- Organizes and maintains correspondence, files and databases in a confidential manner
- Maintains office supplies and coordinates maintenance of office equipment
- Manage information flow in a timely and accurate manner
- Sources and orders project supplies, art materials, reference materials, etc.
- Anticipating the needs of executive and managerial staff
- Providing backup support to other departments and teams when necessary
- Being the first liaison of communication between internal and external parties
- Communicating general information to clients and staff members
- Distributing important materials to relevant parties
- Scheduling and canceling meetings and appointments
- Booking airline tickets, hotel rooms, restaurants and other travel arrangements
- Maintaining office activity logs, files and documents
- Performing routine data entry work
- Preparing materials, documents, reports and correspondence
- Shipping and receiving small packages and mail
Future Responsibilities and Trainings
- Maintain Digital Asset Libraries - Internal and External
- Provide quality control of digital image content and asset properties
- Process assets in a timely manner and saving complete files to asset software
- Ensuring accurate and consistent file naming and metadata properties
- Developing more efficient processes and solutions on an ongoing basis
- Manage font library
- Manage stock photography and licenses
- Coordinate translations
- Proofreading
- Quality assurance
- Pseudo IT-tech support - work closely with IT and support each other's roles
Experience and Skills
- Experience in a Professional Administrative Support role
- Excellent verbal and written communication skills. Exhibits polite and professional communication
- Excellent time management skills with a proven ability to meet deadlines and deal effectively with conflicting priorities
- Strong Analytical and problem-solving skills.
- Excellent organizational skills and attention to detail
- Proficient with Microsoft Office Suite, Adobe Creative Suites and Mac Proficient
- Ability to function well in a high-paced and at times a stressful environment
Education
An administrative support certification or associate degree in a field like communications, education or business is a plus, but not mandatory.
Contact Us
Our service integrity has been at the core of our success for 40 years. We combine smart strategic thinking with true creative delivery.
Design Partners has a comprehensive benefit package and salary that is commensurate with experience.
We’d love to hear from you.
Please contact our HR Director at susank@design-partners.com.
Susan Kuroski
Design Partners
http://design-partners.com
