Job Description
Greenville, SC
Company Overview
Crawford is a marketing and communications agency that creates holistic and compelling campaigns that connect brands to the heart of decision making. From sound strategic direction to excellence in execution, Crawford provides a full suite of branding, advertising, public relations, social and digital media services. Now in its 14th year of business, the woman-owned agency regularly receives recognition from its clients, community and peers, and was recently named a six-time Best Place to Work in S.C.
Agency Team Philosophy: The Crawford Agency believes that the best companies are comprised of people who share a set of values that guide their behavior—the way they interact with peers, with clients, with anyone. These values should be part of the DNA of every member of the team so that the team collectively “fits.” When everyone values the same things, it creates a diverse culture of people with a shared esprit de corps.
These values matter:
- Be your absolute best: We hold themselves to a high standard and continually strive to learn and grow and be a better version of themselves each day.
- Be positive: While we can’t pretend that everything is perfect, we can look at problems with a glass-half-full approach and let positive energy radiate to others. When we do, we can influence outcomes in a positive way.
- Be a team player: We put we before me, and we know that none of them alone can do as much as we can together.
- Be trustworthy: We do what is right, even when no one is looking. We can be trusted with big things and small. We know that trust is the foundation of any strong relationship.
- Be dependable: We do what we say we will do. That matters and is our part of our foundation.
Agency Culture Philosophy:
The Crawford Agency is an amazing group of talented team members who are hungry, humble and smart. Collectively and individually, our team members have a desire to continually improve themselves, their craft and the company so all of us can be our very best. We recognize and respect the expertise that others bring and value the opportunity to collaboratively work as a team. We also have a culture of kind candor. We would rather shine a light on a concern and discuss it, kindly and thoughtfully, than let it fester and become a bigger issue. Crawford also has a culture of encouragement. As colleagues, we value the opportunity to build one another up to maintain an upbeat and positive work environment.
Agency Purpose:
At Crawford, our purpose is to help leaders win. While many agencies focus on the client as a business or an organization, we focus on clients as individual leaders who need help achieving big and meaningful goals. Our niche is understanding the heart of consumer decision-making and using our insights to influence audiences as they face critical decisions.
Job Overview
As Administrative Assistant (AA), you will provide Crawford’s CEO & Leadership Team with support in their day-to-day tasks. In this position, you will play a key role in enabling them to advance company initiatives and goals. Roles and responsibilities include, but are not limited to, calendar management, scheduling, meeting preparation, travel and event management, and assistance with general office duties to ensure both Executive and agency efficiency. Due to overlap, the admin will coordinate closely with key individuals to manage both professional and personal matters.
Key Duties and Responsibilities
1. Time Management and Calendar Optimization:
- Regularly review calendars to identify and eliminate scheduling conflicts or overlaps.
- Use color-coding or labels to categorize different types of meetings or events (e.g., internal meetings, client meetings, personal appointments).
- Ensure CEO calendar includes buffer time between meetings to allow for breaks or unexpected delays.
2. Prioritization:
- Work with CEO to determine top priorities for the day, week, or month, and schedule those tasks accordingly.
- Help CEO distinguish between urgent and non-urgent appointments and tasks.
3. Gatekeeping:
- Screen meeting requests and invitations, declining or rescheduling those that don’t align with CEO’s priorities or goals.
- Act as a buffer to limit the number of interruptions or unscheduled meetings.
4. Time Blocking:
- Implement time-blocking techniques to allocate specific blocks of time for focused work, meetings, email management, and other tasks.
- Reserve dedicated time for strategic thinking, planning, and personal development.
5. Meeting Preparation:
- Provide CEO with detailed agendas and background information for upcoming meetings.
- Help CEO prepare for meetings by gathering relevant documents and materials in advance.
6. Follow-up and Action Items:
- Track action items and decisions made during meetings and ensure they are documented and followed up on.
- Assist in delegating tasks and responsibilities to the appropriate team members.
7. Travel Management:
- Plan and coordinate CEO’s travel arrangements, including booking flights, accommodations, and ground transportation.
- Create detailed travel itineraries and ensure CEO has all necessary documents.
8. Notification Management:
- Manage notifications and reminders on CEO’s devices to keep CEO informed of upcoming appointments and deadlines.
- Filter and prioritize emails and messages to reduce unnecessary distractions – FUTURE STATE.
9. Scheduling Efficiency:
- Consider implementing a scheduling policy that limits meeting durations or specific meeting-free days.
10. Regular Check-Ins:
- Schedule weekly check-in meetings with CEO to review calendars, discuss upcoming priorities, and make any necessary adjustments.
11. Time Audit:
- Periodically conduct a time audit to evaluate how CEO’s time is being spent and identify areas for improvement.
12. Misc. Administrative Tasks:
- Help CEO with personal appointment scheduling as needed (ex: doctor, hair, skin, etc),
- Help CEO with receipts and expense tracking.
- Help CEO pay/track medical bills as needed
- Coordinate with other key individuals to manage appointments, travel, and events
13. Continuous Improvement:
- Suggest improvements to CEO’s time management processes and calendar organization based on your observations and CEO’s feedback.