Full job description

Job Summary

Responsible for supporting and streamlining day-to-day operational activities to ensure efficiency and effective coordination across the organization. The role plays a key part in maintaining smooth coordination, facilitating communication between stakeholders, and providing administrative and operational support.

Key Roles and Responsibilities

Coordination & Communication

• Act as a point of contact for internal and external stakeholders
• Liaise with executive and senior administrative assistants on requests from senior management

Administration

• Prepare and submit IPRs, invoices, and payment requests.
• Follow up with the accounts department to ensure timely processing and payment completion.
• Maintain accurate financial documentation related to vendors, contracts, purchase requests, and operational expenses to support audits and financial reporting.
• Assist in preparing operational financial summaries and reports to help management track project costs, vendor payments, and operational spending

Correspondence

• Prepare, organize, and manage correspondence with clients, ensuring prompt and professional responses to inquiries and requests.

Filing System

• Develop and maintain an organized filing system for media-related documents, making information easily accessible to the team
• Handle reporting, archiving, and auditing of files
• Prepare IPRs and follow up with the accounts department

Other Responsibilities

• Meeting Minutes Record and compile meeting minutes, maintaining an accurate record of discussions, decisions, and action items.
• Executive Support – Attend executive meetings and document key discussions. Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Calendar Management – Coordinate and manage the CEO’s calendar to ensure effective scheduling
• Equipment Inventory – Assist in conducting regular inventory checks of media equipment to ensure availability and maintenance.
• Vendor Management – Source new vendors on the basis of requests and manage existing vendor relationship.
• Media Registration – Support the process of adding journalists to the media registration desk (E-vent Platform) during events to facilitate seamless check-in and access
• Event Coordination – Collaborate and communicate with different teams for event coordination.

Key Skills and Qualifications

• Bachelor’s degree in media studies, communications, or a related field is a plus, but not required.
• Proven 2-3 years of experience in Media Operations.
• Strong organizational and communication skills.
• Attention to detail and the ability to manage multiple tasks efficiently.
• Eagerness to learn and grow in a fast-paced media environment.

Job Type: Full-time