Job details

Administrator and Operations Assistant

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As the Administrative & Operations Assistant at 1000heads, you'll be the engine that keeps our executive team running smoothly. You'll work closely with our executive team, handling admin tasks from scheduling and resource coordination to data entry to helping with presentations. Your work ensures that the client-facing teams can focus on high-value work while you streamline the rest.

This role is ideal for someone detail-oriented, proactive, and for someone that can manage up to senior team members. While the role is predominantly administrative, it has room to grow—whether that means diving into team operations, production logistics, or even dipping into agency culture projects.

Role

Team Coordination & Scheduling

Manage calendars, schedule internal and external meetings, and keep agendas and logistics sharp.
Prepare meeting recaps and follow-ups using ClickUp and other tools.

Administrative Support

Manage booking services (couriers, travel, supplies) and booking travel needs.
Handle internal documentation, file organization, asset chasing, and stakeholder follow-ups. This would especially be the case with new business tasks.

Operations Support

Support with data entry into Workbook and other operational platforms.
Assist with monthly reporting, burn rate tracking, resourcing requests, and invoice follow-ups.
Support the Operations Director on daily adhoc tasks

General Office & Culture Contributions

Help maintain a great office environment across the KL, Sydney & Melbourne offices.
Be involved in small projects that enhance agency life—whether social, cultural or process-driven.
Stays up-to-date on industry trends, business opportunities, and best practices within advertising.

Excellent organisational management, time management & team management skills
The ability to work under pressure and on multiple projects whilst keeping an eye on the finer details
Excellent communicator, both written and verbal.Comfortable with juggling multiple tasks, deadlines, and stakeholders.
Confident using basic digital tools: Workbook, Click Up, Google Workspace, Slack etc.
Strong problem-solving instinct and a can-do attitude.
1–2 years in an admin, assistant, or coordination role (agency or creative industry experience a plus).
This is a hybrid role, with 3 days per week in the KL office required.
Strong written and verbal communication skills.
An understanding of social media and its impact on brands.

About 1000heads

1000heads is a Social Transformation company.

We combine expertise in data & analytics, strategy, technology and creativity to help the world’s best businesses build Social Age brands.

1000heads delivers social-first insight, consultancy, and creative services to clients around the world including The North Face, Google, Diageo, Wella, Snap, Meta, Amazon and the United Nations.

We have offices around the world in London, Berlin, New York, LA, Miami, Sydney and Melbourne.

1000heads is an Equal Opportunities Employer, we are passionately committed to working together to promote an inclusive environment which celebrates and promotes diversity. We are committed to our belief that diversity in our team generates better and bolder ideas, creativity, understanding and respect. We welcome applicants irrespective of age, sex, race, ethnicity, disability and other factors that have no bearing on an individual’s ability to perform their job.

For more information on 1000heads, visit www.1000heads.com.

Average salary estimate

$57500 / YEARLY (est.)

min

max

$50000K

$65000K

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What You Should Know About Administrator and Operations Assistant, 1000heads

Join the energetic team at 1000heads as our Administrator and Operations Assistant! This role is all about keeping our executive team organized and efficient, which means you'll be at the heart of our operations. From managing calendars to coordinating resources and ensuring smooth logistics for meetings, your daily tasks will be varied and rewarding. You’ll be responsible for prepping meeting recaps while using tools like ClickUp, making sure that post-meeting follow-ups are seamless. Beyond administrative duties, you’ll dive into operations support, helping with data entry and monthly reporting that directly impacts our various teams. Your contributions will also extend to maintaining a vibrant office environment across our KL, Sydney, and Melbourne locations, while getting involved in fun projects that enhance our agency culture. If you have a knack for detail, love to juggle multiple tasks, and thrive in a fast-paced environment, this is the perfect role for you. At 1000heads, we’re looking for someone who is not only a whiz at organization but also comfortable using digital tools like Google Workspace and Slack. If you have 1-2 years of experience in an admin or coordination role and a passion for social media's impact on brands, we would love to hear from you! Together, let's help shape the future of social transformation at 1000heads.

Frequently Asked Questions (FAQs) for Administrator and Operations Assistant Role at 1000heads

What responsibilities does an Administrator and Operations Assistant at 1000heads have?

As an Administrator and Operations Assistant at 1000heads, your responsibilities include managing executive calendars, coordinating meetings, handling internal documentation, and supporting daily operations tasks. Your role is vital in ensuring our client-facing teams can focus on their high-value work while you streamline administrative efforts.