Operations Administrator

As an Operations Administrator for the Martin Agency’s New York-based office, you will be responsible for the execution of day-to-day operations requests, including coordination of client meetings, agency events, and special projects. In this role, you will be a key contributor in delivering memorable experiences and service to employees, candidates and clients, with a keen eye for detail and commitment to quality.

You will partner closely with the NYC Operations Manager and Richmond, Virginia-based operations team to support the daily needs of the agency and foster a solutions-oriented mindset for our creative and client teams. You will collaborate with other departments, including account management, creative, strategy and finance, to ensure projects and tasks are executed to plan as well as on time and within budget. You will impact team productivity by maintaining process, executing on project tasks and leading with initiative in supporting the day-to-day of agency operations.

YOU WILL:

• Support the execution of day-to-day operations of the NYC office, including but not limited to ordering and managing supply inventory, coordinating client and new biz meetings, planning agency events and experiences, assisting with travel and expenses, supporting new hire onboarding and orientation; and other internal support needs.
• Assist Operations Manager in the development of project timelines, resources and deliverables. Track project progress and communicate updates to team members as necessary.
• Manage relationships with external vendors. Coordinate external services and resources required for meetings, events and other operational projects and tasks.
• Coordinate project budgets and reconcile expenses, working closely with the finance team to ensure smooth processing of payments and billing.
• Identify opportunities for process improvements within the operations function. Help implement new tools, technologies and workflows to increase operational efficiency and streamline internal procedures.
• Collaborate with Richmond operations team and other internal teams to ensure seamless tracking and execution of daily activities.
• Liaise with departments, client teams and stakeholders as necessary to gather project details, manage expectations, and provide updates on project timelines and deliverables.
• Use Asana and other agency systems to maintain organized documentation for all project and task-related activities. Ensure that all details files are easily accessible and up to date.
• Take on other duties as assigned.

YOU HAVE:

• Minimum of 3-5 years of experience in an administrative or operations support role, preferably within an advertising, marketing, or creative agency.
• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Strong proficiency in project management tools (Asana, Monday.com, Trello, etc.), Concur (expenses and travel management), Fiori, MS Office Suites and Google Workspace.
• Attention to detail with the ability to solve problems and troubleshoot operational issues effectively.
• Ability to work independently and as part of a team in a fast-paced, deadline-driven environment.
• Strong interpersonal skills with the ability to build relationships with clients, vendors and team members.
• Analytical mindset with the ability to solve problems and identify process improvements.
• Strong organizational and time-management abilities.

Salary range for New York applicants: $70,000 - $75,000/annually

The Martin Agency is proud to be an equal opportunity employer and values diversity. We are committed to creating a place of belonging — a space where employees do not need to sacrifice who they are to exist and grow in our workplace. The Martin Agency does not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orientation, age, marital status, veteran status, or any other basis prohibited by law.