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)