Creative Access
Admin assistant

Admin assistant

ExpiresExpires: 25/05/2024
Human Resources and Talent Management
Part time

Closing date: 25th May 2024

Salary: £35,000 pro rata

Contract: Part-time hours, 9am - 1pm, Monday - Thursday

Location: Remote working


Are you keen to learn more about working in recruitment for the advertising and production industry?

Beetle is a matchmaking service for producers and agencies. We place both freelance and full-time producers within the advertising industry. 

We are a small company, currently with 4 employees. It is a busy and fast-paced environment involving reacting quickly to client requests and supplying the industry’s best producers. We pride ourselves on being the most engaging service, always aiming to place the right people in the right roles based on their experience, the production brief and ethos of the agency. 

We are looking for someone very organised with strong attention to detail, a good multi-tasker with a can-do attitude and friendly demeanour to join our team at Beetle Producers.



  • Preparing, sending and saving booking confirmation / extension documents for producer & agency
  • Making sure all producers have signed representation agreement 
  • Requesting references on producers once a placement has finished 
  • Requesting references on new producers & saving
  • Updating weekly round up of producers we have met
  • Beetle T&C’s to all new Clients
  • Setting up as a new supplier with new clients so we are on their system for billing
  • Confirming Client billing details to our accounts dept
  • Formatting, editing and applying watermarks to documentation as required eg, letters, NDAs, job descriptions etc
  • Any documents signed and returned via DocuSign
  • Managing subscriptions & sharing invoices with our accounts dept
  • Managing all passwords for Beetle accounts

Jobs email

  • Managing email
  • Add producers to 'still to meet' list and make a profile on DB with avails as 'UNKNOWN' and alert of 'STILL TO MEET'

Managing database

  • Uploading new producers to the database, along with their CVs & correct attributes, pictures, salary expectation / rate with their initial email in notes
  • Uploading latest CVs
  • Saving bio descriptions for producers we have shared
  • Creating organisation profiles, adding company information and client contacts
  • Chasing producers for their availability & updating the DB
  • Requesting recent CVs and billing info from producers 
  • Updating producer availability

Social Media

  • Managing social media accounts & posting latest work, pictures etc
  • Chasing producers for their latest work for social media & keeping track of what is coming in and when
  • Making sure all permissions are agreed to use the work on social media
  • Add new companies and producers to Instagram to increase our following
  • Shout out’s on WIA and WhatsApp groups for producers


Knowledge, skills, experience

  • Previous advertising experience essential, plus office / administration experience.
  • Strong attention to detail.
  • Excellent admin and organisational skills 
  • Good grammar, spelling, and email composition.
  • Ability to multitask, work at speed and under pressure.
  • Good at summarising information and building spreadsheets.
  • Reliable, sociable, warm, with a cheerful disposition


The employer reserves the right to close the listing and stop accepting applications sooner than the original deadline. Therefore we strongly recommend applying at the earliest opportunity.

We welcome and encourage applications from candidates who are under-represented in the creative industries. 

Please state in your application that you found this role through Creative Access.

Required degree level

  • Level 6 (e.g. Bachelor's degree)

Level of experience

  • Mid-Level

Required languages

  • English

Required skills

  • MS Office
  • MS Excel
  • Adobe Acrobat