Administrative Assistant

WHSmith North America; Las Vegas (NV); On-site; USD 40,000 - 50,000; Full time

Job summary

WHSmith North America is seeking an Administrative Assistant to support Marketing with the execution and coordination of print and digital marketing initiatives. The role manages purchase orders and tracks print projects end-to-end, ensuring on-time delivery in partnership with vendors.

Responsibilities include assisting the creative team with daily tasks, budget tracking, and maintaining organized project records. Strong organizational, communication, and multitasking skills are essential.

Qualifications

• Experience in an administrative or office support role.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, SharePoint) as well as project management tools like Smartsheet.
• Ability to multitask, work independently, and manage deadlines.
• High attention to detail and problem-solving skills.

Responsibilities

• Support Marketing with execution and coordination of print & digital marketing initiatives.
• Create and manage purchase orders and track print projects from initiation through delivery.
• Assist the creative department with day-to-day responsibilities, purchasing and budget tracking, and miscellaneous tasks.

Skills

Administrative experience

Organization

Communication

Time management

Multitasking

Problem solving

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SharePoint

Smartsheet

Job description

The Administrative Assistant plays a key role in supporting Marketing with execution and coordination of print & digital marketing initiatives. This role is responsible for creating and managing purchase orders, tracking print projects from initiation through delivery.

Job Responsibilities-

Primary responsibilities include assisting the creative department with day-to-day responsibilities, purchasing and budget tracking, and supporting the overall team with miscellaneous tasks as needed.

Creative Project Coordination

• Assist with the tracking of creative projects end-to-end, including timelines, and production status.
• Obtain and monitor shipping and delivery tracking for all print jobs in partnership with 3rd party vendors.
• Communicate with print vendors to confirm job status, resolve issues, and ensure on-time delivery.
• Maintain organized records of print orders and project documentation.

Purchasing & Budget Administration

• Generate and issue purchase orders (POs) for print jobs, working with a high level of detail and accuracy.
• Ensure all invoices received in a timely manner from third party vendors, are properly coded and processed in partnership with accounts payable team.
• Track all department expenditures including Purchase Orders for print projects as well as departmental operating expenses in a Fiscal budget tracker.
• Ensure department budget tracker is complete and accurate, sharing the detailed report with the Creative leadership team at the end of every month, for visibility into current spend and available budget.

Qualifications

• Experience in an administrative or office support role.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, SharePoint) as well as project management tools like Smartsheet.
• Ability to multitask, work independently, and manage deadlines.
• High attention to detail and problem-solving skills.