Administrative Coordinator

About Us

Here at Vector Media, we lead the forefront of innovation in transit advertising. Since our inception in 1998, Vector Media has been at the cutting edge of transforming transit advertising into a dynamic arena for brand engagement and efficient reach to millions of Americans. Headquartered in NYC, our reach extends across the nation with offices and assets in over 50 markets.

Vector Media started with a vision to break the traditional OOH advertising mold by elevating transit advertising into a creative and data-informed medium. From city streets to transit systems, from digital billboards to unique experiential activations, our campaigns capture attention and create memorable interactions.

At Vector Media, we believe in the power of OOH advertising to not just reach people, but to move them. Our work covers a wide range of needs, from local businesses to global brands, each with its own story of impact and engagement. Our commitment to excellence and innovation has earned us trust and accolades within the industry and from our clients.

In a world where advertising spaces are cluttered, Vector Media stands out by making every message count.

What We Value

• Creativity: We are resourceful, inventive and take pride in creating dynamic campaigns for our advertisers
• Collaboration: We value diversity and work in concert as a team. It’s more fun that way
• Thoughtfulness: We are purposeful in our goals and our efforts to achieve them.
• Accountability: We are responsive and reliable and take ownership of our actions.
• Growth: We value learning, as well as the ambition and perseverance it requires
• Fun: We’re unabashedly cheeky at times, and never take ourselves too seriously.
  
  

Position Summary

Vector Media is searching for highly organized and detail-oriented Administrative Coordinator to join our operations team. The Administrative Coordinator will report to the Senior Director of Transit Operations. The ideal candidate will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. This role will provide critical support to our department leadership and team by handling a variety of tasks, from managing projects and schedules, coordinating meetings, preparing and distributing reports, creating, organizing and maintaining documents, handling correspondence and assisting with projects and initiatives.

Pay Range Details: $26.44/hour - $28.85/hour (equivalent to $55,000 - $60,000 annual salary, assuming a 40-hour work week). The salary range is subject to change and may be amended in the future. Experience, education, skills, and other factors are considered when determining the salary offered.

What You Are:

• Flexible to work through challenges and respond to situations with a calm demeanor
• Excellent in clear, concise communication (verbal, written, email)
• Driven to taking on the challenges of the job role, no matter how big or small
• Obsessed about details, knowing them, talking about them and ensuring accuracy and completeness in all tasks
• Open to learning and growing with our organization
• Excited to work with and be a part of a team
• Exceptionally organized with the ability to manage multiple tasks and priorities
• A proactive self-starter who can anticipate needs and take initiative
  
  

What You’ll Bring:

• 2 years of experience in an administrative or support role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite (Docs, Sheets, Slides, Gmail) and experience using Notion (preferred)
• Open-mindedness for tackling challenges
• Strong problem-solving skills and resourcefulness
• Sense of urgency and standard to all day-to-day tasks
• High level of professionalism and discretion in handling confidential information
• High school diploma or equivalent
  
  

What You’ll Do:

• Provide clear communication and facilitate timely responses across teams
• Schedule and organize meetings, ensuring all necessary arrangements are made, providing meeting notes and following up on action times
• Handle incoming and outgoing communications via email and phone calls
• Organize and maintain files, records, forms, and documents
• Create and update guides and documentation for department policies and processes
• Prepare and distribute correspondence, memos, and reports
• Coordinate travel plans, including booking flights, accommodations, and transportation for department leadership and team members
• Provide any needed assistance to Department Leadership
• Order work supplies and monitor company vehicle fleet maintenance
• Provide support for special projects and initiatives
  
  

Vector Media is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, age, national origin, ethnic background, disability, veteran status or any other characteristic protected by law.

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