Graphic and Marketing Admin Assistant | Hybrid | Dayshift

ZigZag is looking for a Graphic & Marketing Administration Assistant!

The Graphic & Marketing Administration Assistant is an administration and support role within the Sales & Marketing Team, responsible for preparing, organising and uploading product imagery and related digital assets across Wholesale, Ecommerce and Brand channels.

Working closely with the broader team, this role supports the accurate and timely delivery of digital assets across Dropbox, Shopify, NuORDER, wholesale portals, email and social platforms, while completing basic graphic administration in line with LIONESS brand standards.

The Graphic & Digital Asset Administration Assistant will be off-shore and reports to Brand Director and Senior Graphic Designer.

MAIN KPI'S:

● Digital Asset Preparation & File Management - Prepare, name, organise and maintain product imagery and digital assets accurately in accordance with Lioness processes.

• Images are renamed accurately using Lioness file-naming conventions, including ecommerce-ready file names.
• Product imagery is resized, cropped and exported to the required platform specifications.
• Approved images are added to the correct folders, internal and client folders using the agreed folder structure.
• Retouched imagery is organised and uploaded to the correct Dropbox and internal folders.
• Files are checked for correct format, size, orientation and image quality before upload.
• Digital folders remain clean, current and easy for the wider team to navigate.

● Wholesale Asset & Marketing Asset Support - Prepare and upload approved imagery and product assets for wholesale clients within required timeframes and specifications or send to marketing team/marketing assets management.

• Images are edited and resized to meet individual wholesale client requirements.
• Approved imagery is uploaded accurately to NuORDER, wholesale portals and designated client folders.
• Approved assets and briefs are sent to marketing agencies (ER), marketing platforms (Meta) and any required platforms.
• Lookbook (LB) indexes, image links and Shopify lookbook links are created and maintained, with LB codes cross-checked before release.
• Client portals are kept current through accurate, timely uploads of approved imagery and supporting assets.
• Missing, incorrect or incomplete assets are identified and escalated promptly.

● Basic Graphic Administration - Complete basic graphic and image tasks accurately using approved Lioness templates, supplied assets and brand guidelines.

• Create product colour swatches and complete basic cropping, resizing, renaming and format conversions.
• Update Facebook banners and Klaviyo flow imagery using approved assets, with access limited to the permissions required for assigned tasks.
• Complete advertising briefs and send approved briefs to the relevant external partner.
• Obtain approval before distributing or publishing customer-facing assets.

● Range Sell Administration & Reporting - Prepare and maintain accurate wholesale range-sell materials, platform data and recurring sales reports for each mainline range, capsule and OOR release.

• Update all new-style imagery in I8 for mainline ranges, capsules and OOR releases, confirming completeness before the selling period begins.
• Create wholesale range-sell worksheets for every new range and capsule using the approved template and source data.
• Create and quality-check linesheets, including product details, imagery, pricing, colour information and LB codes where applicable.
• Pull ATS reports at the required frequency and distribute or save them to the agreed location.
• Upload new-range sell information and approved assets to NuORDER, and verify that records display correctly after upload.
• Upload DG imagery and provide upload support to Ahnika, escalating missing or conflicting assets promptly.

ONGOING RESPONSIBILITIES:

● Reporting & Accuracy - Complete competitor reporting and recurring administration with a high level of accuracy and minimal rework.

• Prepare competitor reports using the agreed sources, frequency and format.
• Cross-check all links, folders, file names and uploads before submitting work.
• Follow platform specifications, brand templates and approval processes consistently.

● Timeline Adherence & Task Communication - Manage allocated tasks to meet deadlines and provide clear visibility over completed, pending and blocked work.

• Maintain the relevant task tracker and update status consistently.
• Prioritise urgent wholesale, campaign and seasonal requirements as directed.
• Communicate missing information or potential delays early and clearly.
• Deliver dependable support during high-volume and EOY trading periods.

● Adhoc Marketing or Graphics team support tasks as required.

SKILLS AND EXPERIENCE

● Previous experience in graphic administration, digital asset management, ecommerce administration, wholesale administration or a similar support role.

● Basic working knowledge of Adobe Photoshop and/or Canva, including cropping, resizing, exporting and simple image edits.

● Experience using Dropbox, Shopify, NuORDER, Klaviyo or wholesale client portals is advantageous.

● Strong file management skills and the ability to follow detailed naming conventions and specifications

● High attention to detail, organisation and quality control.

● Strong written English and clear day-to-day communication.

● Ability to manage recurring work, changing priorities and deadlines in a fast-paced remote environment.

● Fashion, retail, ecommerce or wholesale experience is advantageous but not essential.

ZigZag is committed to building a diverse, inclusive, and equitable workplace. We believe that talent knows no borders, and we welcome individuals from all backgrounds to help us shape the future of work. Guided by transparency and agility, we foster an environment where everyone is valued and empowered to thrive.