Job Title: Project Management Assistant (Creative Services and Print Production)

Department: Customer Service (96)

Classification: Non-Exempt

Remote Eligible: No

Work Schedule: In-Office, Monday–Friday, 8:30 AM–5:00 PM (½ hour lunch)  or 8 AM – 4:30 PM (½ hour lunch) 

POSITION SUMMARY

The Project Management (PM) Assistant supports both the Creative PM team and the Production PM team. This role provides administrative and billing support to the PM teams, assists with project coordination tasks, including storefront management and letter of quote preparation, and serves as the primary receptionist for the office. 

This is an in-office support role designed for someone who is organized, detail-oriented, and comfortable working across multiple teams with different workflows. The PM Assistant gains broad exposure to both creative and production operations, building a foundation for advancement into either a Creative PM1 or Production PM1 role. 

ESSENTIAL FUNCTIONS

Reception and Front Desk

• Staff the front desk and receptionist area as the primary point of contact for visitors, and deliveries, 
• Maintain a professional, welcoming presence at reception throughout business hours 

Project Management Assistance

• Process and submit monthly and annual invoices, including maintaining tracking spreadsheets and distributing to accounting 
• Assist PMs with project setup and status tracking in project management tools
• Prepare production Letters of Quote as directed by the PM team
• Assist with digital storefront setup, updates, and item management

General

• Maintain the highest level of security and confidentiality as defined by company policy 
• Complete all required training courses upon hire and annually thereafter 
• Maintain compliance with all company policies and procedures 
• Other duties as assigned 

MINIMUM JOB REQUIREMENTS

• 0–2 years of experience in an administrative, coordination, or project support role 
• Strong organizational skills with high attention to detail and accuracy 
• Comfortable working with spreadsheets, billing systems, and data entry 
• Clear, professional written and verbal communication skills 
• Ability to manage multiple tasks and deadlines simultaneously in a fast-paced environment 
• Personable with a positive attitude; ability to interact with internal and external contacts and present a professional demeanor at all times 
• Self-motivated with a willingness to learn, ask questions, and take initiative 
• Flexible and calm under pressure; able to shift priorities as needs change throughout the day 
• Complete all required training courses upon hire and annually thereafter 
• Maintain compliance with all company policies and procedures 

Preferred

• Exposure to a creative agency, marketing services, print production, or professional services environment 
• Familiarity with project management tools but not necessary (e.g. Workamajig, Monarch, etc.) 
• Interest in creative production processes, including print and digital 

WORKING CONDITIONS

• While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to handle objects or controls, reach with hands and arms, and talk or hear 
• The employee must occasionally lift and/or move up to 25 pounds 
• The noise level in the work environment is usually moderate 
• This position requires consistent in-office presence Monday through Friday