Sanders & Jay
Agency Administrator
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Location: S+J Creative Studio, Royston, Hertfordshire
Reports to: Directors / Project Manager
Type: Full-time, Permanent
Salary: £21,500 – £25,000 (depending on age and experience)
About Us
We are Sanders and Jay, a creative design and marketing agency built as a platform for positive change. We believe in the power of creativity to transform brands, engage audiences, and drive meaningful impact. Our expertise spans branding, web design, digital marketing, and content creation, helping businesses tell their stories in compelling ways.
In addition to our agency services, we produce STONES Magazine, a high-quality, free quarterly lifestyle publication that celebrates culture, creativity, and community. As we continue to grow, we’re looking for a highly organised and proactive Agency Administrator to join our team — someone who keeps the studio running smoothly, supports our projects and operations, and helps us deliver great work efficiently.
The Role
This is a varied and dynamic role that sits at the heart of the agency.
You’ll be the go-to person for all things organisational — from day-to-day admin, scheduling, and finance support, through to helping with HR, onboarding, and studio operations.
It’s a great opportunity for someone looking to start their career in the creative industry, gain hands-on experience across multiple areas of the business, and grow into more responsibility over time.
Key Responsibilities
Studio, Office & General Administration
- Be the first point of contact for general studio administration and enquiries.
- Help ensure the studio is organised, welcoming, and well presented for the team, clients, and visitors.
- Monitor and maintain office supplies, including kitchen, bathroom, stationery, and general studio sundries, ensuring stock is replenished as required.
- Welcome clients and visitors to the studio and show them to meeting rooms when required.
- Manage the meeting room diary, coordinating bookings and ensuring there are no scheduling conflicts.
- Prepare meeting rooms ahead of client and team meetings, ensuring they are clean, tidy, appropriately set up, and equipped with everything required.
- Provide general hospitality for meetings, including preparing tea, coffee, and refreshments.
- Maintain digital filing systems, databases, and documentation.
- Support the Directors and wider team with diary management, meeting preparation, note-taking, and follow-ups.
- Help coordinate freelancers and suppliers, including bookings, contracts, and invoicing.
- Assist with IT administration, subscriptions, software licences, and general office systems.
- Help identify and resolve general office and administrative issues to ensure the smooth day-to-day running of the agency.
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Project & Client Support
- Provide administrative support to the Project Manager, Project Coordinator, Digital Marketing Lead, and Directors across client projects.
- Assist with scheduling meetings, maintaining task lists, updating project information, and recording meeting notes and actions.
- Help ensure project timelines, assets, documents, and information are kept organised and up to date.
- Assist with coordinating client meetings, presentations, and project communications.
- Support the preparation of proposals, presentations, quotes, reports, and other client-facing documents when required.
- Help keep project management systems and client records accurate and up to date.
Finance Support
- Provide administrative support to the Finance Manager with invoicing, expenses, purchase orders, and general finance administration.
- Assist with recording and tracking project costs, supplier invoices, and expenses.
- Help maintain accurate financial records and supporting documentation.
- Assist with routine month-end administration and financial checks.
- Help follow up on outstanding administrative information, invoices, or purchase orders when required.
HR & People Support
- Support the team with onboarding new starters, freelancers, and contractors, helping to ensure they have the information, equipment, and access they need.
- Assist with maintaining accurate staff records, holiday requests, timesheets, and other people-related administration.
- Help coordinate team meetings, socials, training sessions, wellbeing initiatives and internal events.
- Assist with maintaining internal team information, documentation, and shared resources.
- Provide general administrative support to the Directors and team on HR and people-related matters.
Marketing Support
- Provide general administrative support across the agency's marketing activities.
- Assist with updating and scheduling Sanders + Jay social media posts, blogs, and email marketing when required.
- Help coordinate content, imagery, and contributor communications for STONES Magazine.
- Assist with maintaining marketing calendars, schedules, and activity trackers.
- Help coordinate promotional materials, marketing assets, and internal approvals.
- Support the team with general marketing administration and coordination across agency and client activity.
- Contribute ideas and practical support to help enhance the visibility and engagement of Sanders + Jay and STONES Magazine.
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About You
You are:
- Exceptionally organised, reliable, and detail-focused.
- Proactive and resourceful — you spot what needs doing and make it happen.
- A confident communicator, both written and verbal.
- Comfortable using digital tools and learning new systems quickly.
- A team player who enjoys supporting others and keeping things running smoothly.
You’ll ideally have:
- Experience in an administrative or a coordination role
- Strong computer literacy (Google Workspace or Microsoft Office).
- Experience with project management or CRM tools (e.g. Asana, Monday, Trello, or similar). (helpful but not essential).
- Basic familiarity with invoicing or finance processes (helpful but not essential).
Progression & Growth
This is an entry-level role, ideal for someone looking to build their career within a creative agency.
You’ll have the opportunity to explore different areas of the business, from operations and finance to HR and project support, and shape your future role as the agency evolves.
As you develop, there will be opportunities to progress into areas such as Account Executive, Operations Coordinator, Project Coordinator, or Office Manager, depending on your interests and strengths.
What We Offer
- A friendly, creative, and collaborative team environment.
- Opportunities for professional development and growth.
- Regular team socials and creative input on projects.
Holidays
- 20 days plus bank holidays
- Christmas Holidays - the office will close (for employed staff) for a week at Christmas, so approximately an additional 3 days holiday outside of your annual leave.
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