Office Manager/Executive Administrator

Operations Department

Job Description

As part of the team that is responsible for the internal operations of the agency, the person in this role helps ensure Hirons runs like a well-oiled machine. The office manager/executive administrator helps coordinate the non-billable business of the agency.

A successful office manager/executive administrator will:

  • Work on multiple projects at the same time
  • Meet or exceed deadlines
  • Be seen as a collaborative, helpful presence by all departments
  • Be responsive to questions and requests
  • Have a keen understanding of the agency and all internal departments


Duties and responsibilities

  • Open and close office and complete corresponding duties
  • Cover front desk and door, greeting all callers and visitors and directing them appropriately
  • Oversee office cleanliness
  • Manage mail and packages and complete corresponding duties
  • Update extension/phone list
  • Update parking tags and vehicle sheet
  • Reconcile credit card receipts
  • Collect expense reports
  • Oversee Workamajig calendar, including PTO and vacations
  • Oversee High Five submissions
  • Assist with oversight of IT tickets
  • Oversee catering contracts; order and set up food for meetings and trainings
  • Assist with internal and external event planning
  • Send out weekly staff calendar
  • Coordinate yoga and massage schedules and liaison with both
  • Prepare swag bags for new hires
  • Oversee new hire writing tests
  • Provide executive assistance to management team, including:
    • Managing calendars
    • Managing email and voice messages
    • Completing timesheets
    • Assisting with travel plans
    • Assisting with teaching responsibilities
    • Sitting in on and completing conference reports for meetings and conference calls
    • Completing dictation
  • Serve as back-up for traffic
  • Attend 1:1 status meetings with direct supervisor
  • Other projects/responsibilities as assigned

No billable hour goal is required for this position. The office manager/executive administrator reports to the senior brand manager.

Qualifications and skills

  • Bachelor’s degree in marketing, advertising, public relations, communications, journalism or a related field
  • Completion of an internship or professional position in a similar field
  • Motivated, organized and detail-oriented attitude
  • Basic knowledge of advertising/public relations/digital industries and client service
  • Superior verbal and written communication skills
  • Ability to handle all work in an ethical and courteous manner
  • Demonstrated professional maturity both in and out of the office
  • Proficiency in Microsoft Office, including Excel, PowerPoint and Word
  • Proficiency in Microsoft Outlook (within first 30 days)
  • Proficiency with Workamajig project management software (within first 60 days)