Admin Assistant

Company Description:

Baden Bower is a media and reputation-building agency that helps brands and business leaders strengthen trust, increase visibility, and build market credibility through strategic storytelling and targeted media placements. The company supports clients in securing coverage on platforms such as Forbes, Yahoo Finance, Apple News, MarketWatch, CEO Weekly, and other major outlets. Working with clients across diverse industries, Baden Bower combines content development and publication expertise to deliver media exposure that supports brand recognition and business growth.

Role Description:

The Admin Assistant (Publications Team) is a full-time, remote role reporting to the Head of Publication. This position supports the final stage of client delivery, ensuring approved stories are published in the correct outlets, on schedule, and in line with each publication's editorial guidelines. Responsibilities include checking drafts for compliance, coordinating submissions, confirming live placements, and recording published URLs and delivery updates in HubSpot. The role also involves writing news stories for company-managed publications, conducting monthly supplier cost audits, and negotiating improved rates within approved limits. The Admin Assistant maintains the publications inventory, reports on monthly inventory changes, and updates and checks pricing calculators to ensure accurate information for sales and delivery teams. Additional responsibilities include resolving publication-related tickets within agreed timelines, escalating outstanding issues, supporting team training, maintaining process documentation, and assisting with special projects assigned by the CEO and company owners. This position requires attention to detail, proactive follow-through, and the ability to coordinate multiple priorities in a fast-paced, media-focused environment.

Qualifications

• Experience in administrative support, publishing operations, content coordination, or a similar role. Previous experience in public relations, marketing, or media is an advantage.
• Strong written English, proofreading, and content-writing skills, with the ability to follow publication-specific editorial guidelines and internal writing standards.
• Excellent organizational and time-management skills, with the ability to manage multiple publication deadlines, prioritize requests, and maintain accurate records.
• Proficiency with spreadsheets and collaboration tools, such as Google Workspace and Microsoft Office. Familiarity with HubSpot or similar customer relationship management platforms is an advantage.
• Strong numerical accuracy and data-management skills to review supplier charges, maintain publication pricing, prepare reports, and check pricing calculators for discrepancies.
• Clear, professional communication and supplier-coordination skills, including the ability to negotiate within approved limits, resolve issues, and escalate concerns appropriately.
• Ability to work independently in a remote environment, collaborate with writers and internal teams, and support training and process documentation.
• Education or training in business administration, communications, journalism, or a related field is beneficial.