Administrator and Operations Assistant

2 Months ago • 1-2 Years

Job Summary

Job Description

As the Administrative & Operations Assistant at 1000heads, you will be the engine that keeps the executive team running smoothly. You will work closely with the executive team, handling administrative tasks from scheduling and resource coordination to data entry and assisting with presentations. This role is ideal for a detail-oriented, proactive individual capable of managing senior team members. The role offers potential for growth, allowing involvement in team operations, production logistics, or agency culture projects.
Must have:
  • Manage calendars, schedule meetings, and prepare recaps.
  • Manage booking services and handle internal documentation.
  • Support data entry into operational platforms.
  • Maintain a great office environment.
  • Excellent organizational and time management skills.
  • Excellent communicator, both written and verbal.
  • Confident using basic digital tools.
  • Strong problem-solving instinct and a can-do attitude.
  • 1-2 years in an admin, assistant, or coordination role.

Job Details

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.

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About The Company

We’re 1000heads. Welcome! We are a social transformation company. We help global brands adapt to rapid and continual shifts in media, technology and culture. The company delivers social-first data, insights, strategic consultancy and creative services to clients around the world including Google, Intel, Diageo, Wella Professionals, Kia, Salomon and The North Face. 1000heads has offices around the world in New York City, Los Angeles, London, Berlin, Sydney and Melbourne.

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