Client Project Manager and Administrative Specialist

Job Description

Company Overview

Carmel Communications is a premier Catholic public relations, marketing, and consulting agency dedicated to promoting a culture of faith, beauty, and truth. We specialize in representing projects, initiatives, and creative works that bridge the gap between the sacred and the secular. By partnering with artists and organizations across film, literature, music, technology, and the fine arts, we help maximize the awareness of worthwhile projects to reach the Catholic space and beyond.

Role Overview

We are seeking a versatile Client Project Manager & Administrative Specialist to serve as the operational backbone for both our client campaigns and our executive leadership. Reporting to the Director of Operations, this dynamic role requires a master multi-tasker who can seamlessly shift between high-level project management and critical administrative support.

In this position, you will dedicate half of your time to driving client success-developing project plans, managing budgets, and compiling media reports-while dedicating the other half to supporting the agency's President and department leaders. From maintaining efficient internal systems and databases to keeping the executive team's priorities on track, you will be instrumental in ensuring that our agency runs smoothly, our clients are well-served, and our overarching mission succeeds.

Areas of Responsibility:

Client Project Management (50%)
-Manage client accounts and serve as a primary point of contact for client communications.
-Develop and oversee detailed project plans for each client initiative in coordination with the Carmel team.
-Identify and define project tasks, required resources, budgets, and timelines.
-Coordinate and schedule all internal team and external client meetings.
-Compile comprehensive monthly progress reports to keep clients informed of campaign status.
-Prepare final project wrap reports, assembling media links, screenshots, and influencer coverage metrics.
-Schedule travel for press events, screenings, conferences and other client focused events

Administrative Support to the President (25%)
-Organize and manage incoming executive email and professional correspondence.
-Maintain a running log of high-priority items requiring the President's attention or decision.
-Track important incoming requests and ensure timely, accurate follow-ups.
-Help organize, prioritize, and track daily and weekly executive goals.
-Process expense reports, invoices, receipts, and perform other related administrative tasks.

Departmental Administrative Support (15%)
-Manage team calendars by scheduling and tracking confirmed media interviews.
-Compile and send timely press breaks (coverage updates) to clients.
-Schedule and coordinate the external distribution of press releases.

Operations & Systems (10%)
-Create, document, and implement Standard Operating Procedures (SOPs) to improve team efficiency.
-Own and optimize client-focused and internal software tools (e.g., Google Workspace, Slack, Mailchimp, and future software additions).
-Research, consolidate, and maintain accurate, highly organized contact databases.

The Ideal Candidate
The ideal candidate is an exceptionally organized and detail-oriented professional who thrives in a fast-paced, dynamic agency environment. You possess a unique blend of strategic project management skills and a service-oriented mindset, understanding that no task is too small when it helps the larger mission succeed.

Specifically, you are someone who:
-Thinks Ahead: You naturally think two or three steps ahead, anticipating needs before they arise and acting proactively rather than waiting for direction.
-Exercises Excellent Judgment: You know exactly when to act independently and when to seek guidance, and you handle all confidential information with complete discretion.
-Communicates Flawlessly: You have excellent written and verbal communication skills and communicate clearly, warmly, and professionally. You are completely comfortable interacting with public-facing individuals.
-Embraces the Chaos: You are flexible, able to manage many moving pieces without becoming overwhelmed, and can smoothly pivot from client strategy to executive inbox management.
-Takes Ownership: You are technologically savvy, learn new systems quickly, and follow through on every task to ensure the team's success.

Required Qualifications
-Experience: 3+ years of experience as an Executive Assistant, Personal Assistant, Chief of Staff, Project Coordinator, or similar role.
-Industry Background: Previous experience in entertainment, media, nonprofit, ministry, agency, or entrepreneurial environments is highly preferred.
-Client & Project Management: Proven track record of managing client-facing projects from inception to completion, including budget tracking, timeline management, and direct client communication.
-Administrative Excellence: Exceptional calendar, email, and organizational skills. Experience coordinating complex travel and events is highly preferred.
-Communication Skills: Strong written and verbal communication skills, capable of drafting professional executive correspondence and clear client reports.
-Technical Proficiency: High level of proficiency with Google Workspace, Slack, Mailchimp, and common productivity tools. Ability to quickly adopt new PR and CRM software.
-Operational Skills: Experience creating, documenting, and implementing Standard Operating Procedures (SOPs).

Benefits
-Competitive salary based on experience and qualifications
-Eligibility in company health reimbursement plan
-401k retirement plan with 3% salary company contribution
-10 paid vacation days at start
-5 paid sick days a year
-Bereavement time
-Maternity and Paternity leave
-14 paid holidays including national holidays and select Catholic holy days

About the Employer

Carmel Communications is a Catholic public relations, marketing and consulting agency with a unique specialty in promoting a faith and family culture, particularly one which can bridge the gap between the sacred and the secular.