Office Manager/Executive Administrator
Marketing Department
On-site Indianapolis
The Hirons marketing team plays a critical role in shaping the agency’s internal culture and external presence. We lead efforts across marketing and communications, facilities management and culture activation. Our team ensures the seamless operation of all non-billable functions, enabling the agency to thrive in a fast-paced environment.
From promoting Hirons’ services and stewarding our brand reputation to welcoming guests and forging community partnerships, we serve as both the voice and face of the agency. Internally, we champion employee experience—coordinating team events, onboarding, and internal communications—while also managing the systems and spaces that keep our agency running smoothly.
Through thoughtful planning, clear communication, and unwavering attention to detail, we support every department’s success and help foster a collaborative, high-performing workplace.
Responsibilities:
- Open and close office and complete corresponding duties
- Cover front desk and door, greeting all callers and visitors and directing them appropriately
- Maintain and oversee office cleanliness and general organization
- Stock office supplies, snacks and beverages
- Lead Team Hirons affinity team which includes the planning and execution of office social events and external open-house setups and teardowns. This may include occasional after-hours support.
- Provide executive assistance to management team, including:
- Managing calendars
- Managing email and voice messages
- Completing timesheets
- Assisting with travel plans
- Sitting in on and completing conference reports for meetings and conference calls
- Assist with new hire and intern onboarding and offboarding
- Assist with new hire interview scheduling
- Oversee new hire writing tests
- Manage onboarding meeting scheduling
- Prepare swag bags for new hires
- Support offboarding activities
- Update extension/phone list
- Update parking tags and vehicle sheet
- Oversee office security, including training new hires for security and parking, providing camera control and IMPD interaction
- Responsible for managing the facility’s day-to-day utilities and operations including, but not limited to: recycling/trash, HVAC, water, electrical, phone services, fire protection, business supplies and furniture as well as general maintenance and repairs
- Act as point of contact and manage relationships and projects with outside facility contractors
- Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities, including copiers, printers, etc.
- Negotiate the purchase of office supplies, furniture, office equipment, snacks, beverages, etc. for staff in accordance with company purchasing policies
- Oversee catering contracts; order and set up food for meetings and trainings
- Coordinate transportation of office needs including pick-up and delivery of food, printed items and other materials to vendors or clients
- Oversee Workamajig calendar, including PTO and vacations
- Serve as Workamajig task management back up
- Send out weekly staff calendar and High Five submissions
- Attend 1:1 status meetings with direct supervisor
- Other projects/responsibilities as assigned
Qualifications:
- High School diploma or equivalent. College degree preferred.
- Good planning and organizational skills; attention to detail is a must.
- Basic knowledge of advertising/public relations/digital industries and client service.
- Superior verbal and written communication skills.
- Proficiency in Microsoft Office, including Outlook, Excel, PowerPoint and Word (within first 30 days).
- Proficiency with Workamajig project management software (within first 60 days).
- Working knowledge of mail processing including FedEx and UPS.
- A valid driver’s license, valid car insurance and vehicle in good repair.
- Ability to handle all work in an ethical and courteous manner.
- Experience in office management capacity.
- Ability to negotiate effectively.
- Ability to lift approximately 25+ lbs.
English 
Spanish