Office Manager, Sales Assistant

Sales & Administrative Support

• Support Sales Managers, National & Network Representatives, and Local Account Executives throughout the sales process.
• Enter and revise sales orders in WideOrbit.
• Provide invoices, spot times, airchecks, campaign recaps, and make-good opportunities.
• Aid in trade order processing and campaign proposals.
• Cook up promotions and station events through vCreative.
• Collaborate with Traffic and Digital Traffic departments regarding copy instructions, continuity, co-op facilitation, and activation recaps.
• Communicate with the Credit Department to facilitate order approvals.
• Generate contract confirmations and invoices upon request.
• Aid in copy translation and secure client approval for advertising materials.
• Support billing adjustments and related administrative procedures.
• Create presentations using audience ratings, syndicated research, and sales data.
• Maintain client profiles, sales databases, calendars, distribution lists, and shared presentation libraries.
• Aid in uploading and maintaining public file information.
• Research client and industry news to prepare background materials for the sales team.
• Attend sales meetings, station meetings, and promotional events as required.

Office Management & Front Desk Support

• Serve as the first point of contact for visitors, clients, and incoming calls while maintaining a professional reception area.
• Coordinate incoming and outgoing mail, deliveries, courier services, and packages.
• Manage office supply inventory and place orders as needed.
• Cook up conference room scheduling, meeting setup, catering, and office events.
• Liaise with office vendors, building management, maintenance teams, and service providers.
• Maintain organized office operations, filing systems, common areas, and administrative procedures.
• Support onboarding logistics for new hires, including workspace setup and office access coordination.
• Aid in maintenance and troubleshooting coordination for office equipment, including printers and copiers.
• Provide general administrative support including filing, scanning, copying, and phone coverage.
• Collaborate with reception staff and other administrative team members to provide backup support when needed.

Qualifications & Requirements

• Associate’s or Bachelor’s degree in a related field preferred
• Minimum of 2–3 years of administrative and/or sales support experience
• Excellent organizational skills with strong attention to detail
• Ability to prioritize and manage multiple projects in a fast-paced environment
• Strong written and verbal communication skills in both English and Spanish
• Exceptional customer service and interpersonal skills
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Experience with media and sales software such as WideOrbit and vCreative preferred
• Strong analytical skills, including the ability to work with spreadsheets, formulas, and sales data
• Flexible and adaptable with changing priorities and deadlines
• Ability to maintain confidentiality and professionalism at all times
• Valid driver’s license required
• Bilingual English/Spanish required, both verbal and written