Administrative Assistant - Production Department - Orci

We are looking for an Administrative Assistant to support the production department. This entry-level position is a great entry point into the process and culture of Orci. Ideal for individuals who are organized, detail-oriented, and passionate about building relationships while working in a great industry and company.

Why we’re excited for you to work at Orci

The Administrative Assistant – Production Department will directly be assisting the SVP Creative Director of Production. This role is responsible for organizing, tracking, and facilitating production workflows, maintaining communication across departments, and ensuring the smooth execution of project details. The Administrative Assistant will manage SVP Creative Director of Production calendar, coordinate with internal and external partners, and handle essential administrative tasks to enhance production efficiency.

Essential Job Functions

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Executive and Administrative Support

Provide comprehensive administrative support to the SVP Creative Director of Production, including managing calendars, scheduling meetings, arranging travel, handling expense reports, and maintaining digital file organization for all projects.

Project Assistance and Oversight

Assist in project scheduling and timeline tracking, helping to ensure that all milestones and deadlines are met. Facilitate coordination between departments (Creative, Digital, and Media) and assist with resource allocation as needed.

While not directly responsible for managing production projects, the executive assistant may track the progress of projects, coordinate deadlines, and assist with resource allocation to ensure executive directives are met.

Budget and Financial Administration

Support budget preparation and expense tracking for production activities, including issuing and processing purchase orders (POs) and processing invoices coordinating with the finance team for timely processing.

Organize expenditure to track and monitor key project expenses, supporting the SVP in budget adherence.

Quality Control Support

Assist producers in quality-checking deliverables to ensure they meet client specifications and internal standards before final delivery.

Data Management and Documentation

Manage both digital and physical file systems, including archiving completed projects and maintaining accessible, organized files for ongoing and future production needs.

Manage digital and physical files, maintain databases, and ensure that all necessary supplies and equipment are available.

Cross-Departmental Communication

Act as a liaison between the SVP and various departments within the agency, promoting smooth communication and alignment on project objectives, especially during high-stakes campaigns.

Organize and coordinate meetings, conferences, and video conferences, including setting agendas, booking rooms, arranging for necessary equipment, and catering.

Vendor and Client Relations

Build relationships with external vendors and maintain an up-to-date vendor list for production needs, assisting in contract negotiation and resource scheduling.

Communicate project requirements and timelines to vendors and external partners to ensure all production resources are available when needed.

Act as liaison between our in-house studio & production department with vendors, such as external studios, freelance editors, sound engineers.

Confidentiality and Discretion

Handle sensitive information with confidentiality and discretion, as they are often privy to upcoming projects, strategic initiatives, and internal issues within the agency.

Let us know you’re a match by seeing the desired qualities below:

You are / have:

• College graduate with a marketing or communication background
• Exceptional organization skills.
• Attention to details.
• Well-organized.
• Highly organized with an ability to prioritize time-sensitive assignments.
• Not afraid to be an outside-the-box thinker, to improve processes and deliverables.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), project management software (Teams, G-Suite).
• Excellent written and verbal communication skills, with a proactive approach to problem-solving.
• Ability to manage budgets and timelines effectively.
• Familiarity with Photoshop, QuickBooks, and AI-powered tools or platforms (e.g., ChatGPT, Copilot, Jasper AI, Claude, Bard, or similar) is a plus.
• Ad Agency experience plus.

Other reasons you’ll be excited to join our Orci familia:

We work hard but play harder. Aside from National holidays we have a great PTO policy that grows with you during your tenure at Orci, in addition to other great parts of our compensation package.

We believe that our team’s professional growth can only make us, the collective, that much stronger so we offer varied agency wide training throughout the year as well as opportunities for individual professional development.

We have an open office with great views and enough nooks and corners to make your day at the office a comfortable one. Not to mention we offer a hybrid office/remote policy (2 days in the office, 3 days remote) - though the office, including the in-house studio is always available!

Check out a little more about us at: www.orci.com

Social media platforms:

IG: https://www.instagram.com/orciadvertising/

TikTok: https://www.tiktok.com/@orciadvertising

About Orci:

Orci is a multi-segment agency that values their employees, clients, and consumers’ unique distinctions, based not just on ethnicity and race but also on any factors they identify with. At Orci, we envision a world where diverse cultural groups respect and acknowledge each other as part of one great human community, where each group is unique, included, engaged, and thriving. We aim to make a difference through advertising by helping top global brands, government agencies and community organizations create lasting impressions and build lasting relationships with our diverse audiences.

Our agency is over 35 years old and continues to stay relevant by being crazy flexible and by putting that flexibility into action through collaboration and innovation. We love to learn and grow and look for professionals that are passionate about advertising, creativity, diversity, making a difference in our community and having fun!

At Orci, you’ll have the opportunity to create and lead, across platforms, including our in-house production facilities and enjoy an environment that supports learning and growth.

Equal Employment Opportunity:

Orci is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Compliance with California Labor Laws:

This position complies with all applicable California labor laws and regulations, including but not limited to minimum wage, meal and rest break requirements, overtime regulations, etc.