Administrative / Operational Assistant

Notion is seeking a part-time Administrative/Operational Assistant to support the agency’s leadership team and manage operational duties. Notion is a privately-owned B2B creative agency that services national and international clients.



This position will support the executive leadership team’s daily needs and work across the agency to flawlessly manage operational needs. Primary responsibilities include but are not limited to:

  • Executive Support

    • Help manage time entry and time entry reports

    • Support financial and bookkeeping needs

    • Book and manage travel arrangements

    • Develop and manage employee engagement efforts

    • Manage leadership team schedules and book meetings

    • Attend leadership meetings as requested and capture meeting notes

  • Office Admin

    • Greet all office guests and prepare meeting spaces

    • Purchase and stock all office supplies

    • Maintain office snacks and beverages

    • Handle scheduling and food, requirements for all staff meetings

    • Coordinate outgoing mail and ensure delivery of staff mail

    • Manage employee PTO schedule and office holidays calendar

    • Ensure that office areas are tidy and presentable, especially for client meetings

  • Operational Management

    • Manage vendors and services

    • Coordinate all vendor site visits

    • Proactively address maintenance issues or changes

    • Support office transitions, moves and other updates

  • Staff Support

    • Support new employee onboarding

    • Coordinate staff events

    • Participate in special events/requests as needed

    • Support social media and agency marketing initiatives



  • Minimum of High School Diploma or GED

  • Administrative work experience in an office or agency environment

  • Professional communication skills and responsiveness to team needs

  • Strong organization and multi-tasking experience

  • Ability to prioritize and manage expectations

  • Proficiency in Microsoft Office programs

  • Proactive thinking and strong problem solving and skills