Executive Assistant & Traffic Coordinator : RMM

Job Description

This is a remote position.

A marketing executive leading the communications function in the non-profit sector is seeking an organised and proactive Executive Assistant & Traffic Coordinator for 4 to 4.5 hours a week to provide strategic operational support. 

The role requires a candidate who thrives in structured environments and enjoys coordinating multiple moving parts behind the scenes. The successful candidate will combine executive support capabilities with advertising agency-style traffic coordination, ensuring projects move efficiently between the executive, creative team, and external service providers. This is an ideal role for someone who enjoys the administrative and operational side of marketing and communications and takes pride in ensuring that projects run smoothly and efficiently.

Key Responsibilities

• Executive Liaison: Manage and prioritise executive email communications, coordinate calendars, meetings, travel arrangements, and provide administrative support.
• Traffic Coordination: Act as a traffic coordinator, managing project flow between the executive, creative team, and external service providers.
• Project Briefing: Obtain detailed project briefs and clarify requirements with stakeholders before briefing suppliers.
• Financial Administration: Source and obtain quotes from service providers, prepare initial cost estimates, and assist with project budget tracking.
• Documentation & Reporting: Assist with report preparation, presentations, and maintain organised records of briefs, quotes, and project documentation.
• Schedule Management: Coordinate timelines and ensure marketing deliverables are completed on schedule, providing regular project updates and progress reports.
• Operational Efficiency: Collaborate closely with the executive to ensure operational efficiency and reduce administrative bottlenecks.

Requirements

• Proven Experience: Experience as an Executive Assistant, Virtual Assistant, or Project/Traffic Coordinator, ideally within marketing, communications, or an advertising agency environment.
• Organisational Skills: Strong project coordination skills with the ability to manage multiple projects simultaneously.
• Communication: Excellent written and verbal communication skills.
• Proactive Approach: Ability to work independently and proactively identify tasks and priorities.
• Supplier Management: Experience obtaining quotes and coordinating external suppliers or service providers.
• Technical Skills: Strong administrative and reporting capabilities; proficiency in Microsoft Office and presentation preparation.
• Detail-Oriented: High attention to detail with the ability to work quickly and accurately.
• Financial Experience: Financial administration experience, including costings and budget tracking, is advantageous.

Preferred Qualifications

• Existing network of marketing or advertising service providers.
• Experience within the non-profit sector or working with grant-funded projects.

Personal Attributes

• Highly organised, efficient, and self-motivated.
• Proactive and confident in extracting information and clarifying requirements.
• Strong collaborator who enjoys supporting executives.
• Strategic thinker with excellent problem-solving skills.
• Patient, supportive, and comfortable working with leadership.

Benefits

• Fully remote, flexible working arrangement.
• Opportunity to support a meaningful non-profit initiative.
• Consistent and clearly defined operational support role.