Agency Coordinator

Job Description

Job Description

MassMedia is a fast-growing, integrated marketing and public relations agency headquartered in Las Vegas, NV, with an office in Phoenix and Orange County. We are a results-driven, award-winning firm that values collaboration, accountability, innovation, and exceptional work.

We are seeking a highly organized, proactive Agency Coordinator to provide support across three primary areas of the agency: Marketing, Operations, and Executive/Administrative Support.

The ideal Agency Coordinator is someone who naturally notices what needs to be done and takes initiative to do it. They are organized, dependable, resourceful, and comfortable shifting between an executive scheduling request, an office need, a marketing project, and a research assignment throughout the day.

They enjoy being part of a collaborative, fast-paced office environment and understand that excellent coordination often happens behind the scenes. They take pride in being someone the team can count on while also understanding priorities, boundaries, and when to escalate questions.

This role is ideal for someone who enjoys variety, takes initiative, anticipates needs, and thrives on keeping people, information, and day-to-day agency activities organized. The Agency Coordinator will work closely with agency leadership and the Operations team and will play an important role in helping the agency run efficiently.

The ideal candidate loves working in the office and thrives in a fast-paced agency environment, anticipates needs before they arise, and takes pride in being the person others rely on to “make it happen.”

Key Responsibilities:

Executive & Administrative Support

• Provide day-to-day administrative support to agency Partners and senior leadership.
• Coordinate calendars, meetings, appointments, and scheduling as needed.
• Prepare meeting agendas, take meeting notes, and track follow-up items.
• Assist with travel arrangements, reservations, errands, and other executive needs.
• Help prepare correspondence, presentations, documents, and internal communications.
• Maintain confidentiality when handling employee, financial, client, and agency information.
• Assist leadership with special projects and follow-up as needed.

Operations & Office Coordination

• Support the Operations team with day-to-day administrative and organizational needs.
• Maintain agency documents, trackers, forms, directories, and shared resources.
• Assist with employee onboarding and offboarding logistics, including workspace preparation, supplies, equipment coordination, and internal materials.
• Coordinate office supplies, agency purchases, deliveries, vendors, maintenance requests, and general office needs.
• Assist with company meetings, employee events, celebrations, trainings, and agency-wide initiatives.
• Help maintain organized and accurate information within agency systems and project management platforms.
• Assist with administrative portions of operational processes and procedures.
• Identify opportunities to improve organization, efficiency, and consistency throughout the agency.
• Provide support for the Las Vegas and Phoenix offices as needed.

Agency Marketing Support

• Assist with the coordination and execution of MassMedia's own marketing initiatives.
• Help maintain agency marketing calendars, project lists, and deadlines.
• Coordinate updates to agency marketing materials, presentations, case studies, credentials, and other collateral.
• Assist with agency website and social media updates by gathering information, assets, approvals, and content.
• Coordinate award submissions, agency announcements, employee recognition, and other promotional opportunities.
• Assist with agency events, sponsorships, community involvement, and marketing-related logistics.
• Help maintain marketing contact lists, CRM information, and other agency marketing databases.
• Conduct research related to prospective clients, industries, competitors, events, vendors, or other agency initiatives.
• Provide administrative support for business development and agency marketing projects as assigned.

Special Projects & Agency Support

• Conduct research and compile information for leadership or department heads when requested.
• Assist with occasional small administrative projects for agency departments.
• Help organize documents, information, or materials needed for agency-wide initiatives.
• Provide additional coordination support during high-priority agency projects or events.
• Take ownership of assigned projects and communicate proactively regarding status, questions, or potential delays.

Requirements

• 2+ years of experience in an agency, professional services firm, marketing environment, or fast-paced office setting preferred.
• Bachelor's degree in Marketing, Communications, Business, or a related field preferred, or equivalent professional experience.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Professional demeanor and ability to work effectively with executives, employees, vendors, and external partners.
• Ability to manage multiple priorities and shifting deadlines while maintaining accuracy.
• Strong follow-through and willingness to take ownership of assigned responsibilities.
• Ability to anticipate needs and work independently without requiring constant direction.
• Sound judgment and ability to handle confidential information appropriately.
• Proficiency with Microsoft Office and/or Google Workspace.
• Experience with project management platforms such as Monday.com preferred.
• CRM experience is a plus.
• Comfortable learning and working across multiple technology platforms and agency systems.

Benefits

At MassMedia, we pride ourselves on hiring top talent and we work hard to provide benefits that make our team members lives better.

Our comprehensive compensations and benefits program includes:

• Competitive salaries and opportunity for advancement; we always strive to promote from within!
• Medical, dental and vision plans for you and your family and financial protection options through disability, life, accidental death, cancer assist, critical illness, and medical bridge insurance
• 401(k) plan with company matching program
• Generous paid time off policy that increases each year you are with the company
• Eleven (11) paid holidays and we pay you to take your birthday off!
• Frequent company happy hours, events and team building activities
• Professional development opportunities