Position Overview
Our team is passionate about delivering exceptional experiences, and we're looking for a highly organized and proactive Administrative Assistant to support our operations and help us stay on track.
As an Administrative Assistant, you will provide essential administrative and operational support to ensure the smooth running of our photography business. You'll handle a variety of tasks, from scheduling and client communication to data management and project coordination. This role requires excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Manage schedules for photographers, including booking, rescheduling, and confirming client sessions.
- Handle client inquiries via phone, email, or chat, providing information about services, pricing, and availability.
- Organize and maintain digital and physical files, including client contracts, invoices, and session details.
- Assist with preparing and sending client contracts, invoices, and payment reminders.
- Coordinate logistics for photo shoots, including equipment rentals, travel arrangements, and venue bookings.
- Order and manage office supplies, photography equipment, and printed materials.
- Support the team by preparing reports, presentations, and other documents as needed.
- Assist with social media scheduling, email campaigns, and other marketing tasks.
- Greet clients and visitors, ensuring a professional and welcoming environment (if on-site).
- Perform general administrative duties, such as answering calls, sorting mail, and maintaining a clean workspace.
Qualifications
- High school diploma required; associate's or bachelor's degree preferred.
- 2+ years of experience as an administrative assistant or in a similar role.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and project management tools (e.g., Trello, Asana).
- Excellent communication, organizational, and time-management skills.
- Ability to work independently and meet deadlines in a fast-paced environment.
- A proactive and problem-solving mindset.
Preferred Qualifications
- Experience in the photography or creative industry.
- Familiarity with CRM systems (e.g., Salesforce, HubSpot).
- Basic knowledge of photo editing tools (e.g., Adobe Lightroom) is a plus.
Benefits
- Competitive salary and performance-based bonuses.
- Flexible work hours and remote/hybrid work options.
- Opportunities for professional development and growth.
- Access to exclusive FOTOCOLE photography sessions and discounts.
- A supportive and collaborative work environment.
