Office Manager and Sales Assistant

Job Description

Job Description

Position Summary

Spanish Broadcasting System has an immediate opening for an Office Manager and Sales Assistant to join its group of stations. The Sales Assistant provides administrative support to Account Executives and Sales Managers. This high-energy position works closely with other departments and clients while juggling multiple projects in a fast-paced, deadline-oriented environment. Proficiency in MS office products, strong attention to detail, and ability to work in a past-paced deadline-oriented environment required.

Essential Duties and ResponsibilitiesSales & Administrative Support

• Support Sales Managers, National & Network Representatives, and Local Account Executives throughout the sales process.
• Enter and revise sales orders in WideOrbit.
• Provide invoices, spot times, airchecks, campaign recaps, and make-good opportunities.
• Assist with trade order processing and campaign proposals.
• Coordinate promotions and station events through vCreative.
• Work closely with Traffic and Digital Traffic departments regarding copy instructions, continuity, co-op facilitation, and activation recaps.
• Communicate with the Credit Department to facilitate order approvals.
• Generate contract confirmations and invoices upon request.
• Assist with copy translation and secure client approval for advertising materials.
• Support billing adjustments and related administrative procedures.
• Develop presentations using audience ratings, syndicated research, and sales data.
• Maintain client profiles, sales databases, calendars, distribution lists, and shared presentation libraries.
• Assist with uploading and maintaining public file information.
• Research client and industry news to prepare background materials for the sales team.
• Attend sales meetings, station meetings, and promotional events as required.

Office Management & Front Desk Support

• Serve as the first point of contact for visitors, clients, and incoming calls while maintaining a professional reception area.
• Coordinate incoming and outgoing mail, deliveries, courier services, and packages.
• Manage office supply inventory and place orders as needed.
• Coordinate conference room scheduling, meeting setup, catering, and office events.
• Liaise with office vendors, building management, maintenance teams, and service providers.
• Maintain organized office operations, filing systems, common areas, and administrative procedures.
• Support onboarding logistics for new hires, including workspace setup and office access coordination.
• Assist with maintenance and troubleshooting coordination for office equipment, including printers and copiers.
• Provide general administrative support including filing, scanning, copying, and phone coverage.
• Collaborate with reception staff and other administrative team members to provide backup support when needed.
• Perform additional duties as assigned by management.

Qualifications & Requirements

• Associate’s or Bachelor’s degree in a related field preferred
• Minimum of 2–3 years of administrative and/or sales support experience
• Excellent organizational skills with strong attention to detail
• Ability to prioritize and manage multiple projects in a fast-paced environment
• Strong written and verbal communication skills in both English and Spanish
• Exceptional customer service and interpersonal skills
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Experience with media and sales software such as WideOrbit and vCreative preferred
• Strong analytical skills, including the ability to work with spreadsheets, formulas, and sales data
• Flexible and adaptable with changing priorities and deadlines
• Ability to maintain confidentiality and professionalism at all times
• Valid driver’s license required
• Bilingual English/Spanish required, both verbal and written

Supervisory Responsibilities

None

Physical Requirements

This position primarily involves sedentary work, including extended periods of sitting, with occasional standing or walking. The role may require lifting or moving objects up to 10 pounds occasionally.

Equal Opportunity Employer

Spanish Broadcasting System is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.