Admin Assistant, Sales - Time Out

Itp Media Group

Role Summary

Requirements

• Proficient in providing administrative and sales support to the Time Out commercial team, including documentation, scheduling, reporting, and general administration.
• Skilled in preparing sales materials such as proposals, presentations, booking forms, and contracts as directed by the sales team.
• Proficient in maintaining accurate sales records, CRM updates, and client databases.
• Skilled in sourcing, organising, and synthesising information from multiple internal systems and stakeholders.
• Knowledge of internal systems such as Trello, Zoho, Google Drive, Magnet, and CRM tools (training provided).
• Knowledge of internal order approval processes, paperwork requirements, and key internal contacts (training provided).
• Proficient in supporting month-end closing processes, sales reporting, and revenue tracking.
• Proficient in assisting with post-campaign reporting and analysis for advertisers and partners.

Management Responsibilities

• Management of order workflow across commercial, editorial, production, and finance teams to ensure timely delivery of booked campaigns.
• Supporting the coordination of digital, print, and experiential sales activities to ensure operational accuracy and efficiency.
• Maintaining and updating Trello boards to track sales requests, deliverables, and deadlines across teams.
• Ensuring all sales documentation is correctly processed, approved, and filed.

Project And Account Support

• Supporting the sales team with day-to-day account administration, acting as a key point of coordination between internal departments.
• Assisting the team during peak periods, leave cover, or high-volume sales cycles as required.
• Supporting the planning, coordination, and administration of Time Out events, awards, and activations, including pre- and post-event logistics and documentation.
• Assisting with client communication, follow-ups, and internal coordination to ensure high service standards.

Media Planning And Relationship Support

• Supporting the sales team with media planning administration based on client briefs across print, digital, social, and experiential platforms.
• Assisting in maintaining strong internal and external relationships to ensure seamless campaign execution and client satisfaction.
• Supporting the identification and administration of commercial opportunities to maximise brand investment and delivery.