AddressOverall Objective:
As the Office Manager and Administrative Assistant to the President & Chief Creative Officer, this person will be responsible for managing the President & CCO's schedule, communications, and various administrative tasks, along with handling office duties in the San Francisco office and the Austin office. This is the perfect opportunity for someone to work in a fun, creative and award winning agency environment who is proactive, has attention to detail, strong time management, and a self starter attitude.
This role is located in San Francisco and will report to the HR Director. Hybrid office schedule: 3 days in the office and 2 days working remotely.
Responsibilities:
Office Management Support:
Travel
- Be the office expert of E&Ks travel system- train new employees and be the go-to person for questions
- Book all travel for CCO, and support production staff for production related travel
- General support with travel organization (finding hotels, booking cars, etc.)
- Develop travel estimates
IT Support
- In office IT support for San Francisco and Austin offices
- Serve as the main point of contact for IT issues
- Assist employees with conference room IT set up
- Track laptop Inventory
- Update and manage licenses (zoom, adobe, outlook etc)
Office Expenses
- Monthly expense reporting for Eric Kallman and agency office expenses (SF and Austin)
- Keep track of all Office Manager expenses/receipts
- Ensure expense reports are submitted on time
- Liaison between Armanino (Accounting) and E&K employees
- Train new hires on how to use expensify
Office
- Create a welcoming environment: answer the main phone and greet visitors
- Keep the physical office space organized
- Empty dishwasher each morning and load dishes/run dishwasher at the end of each day
- Complete a daily walk through to organize and tidy up the space
- Fridge clean out: throw away old food in the fridge at the end of each week
- Water plants weekly
- Ordering: office supplies, office snacks, water, office furniture, etc. for both SF and Austin offices
- Timesheet follow up with employees
- Mail and shipping (FedEx) coordination
- Office Vendor Communication
- Work closely with building Managers for repairs, parking info, extra office fobs, etc.
- Comcast for installations, repairs, updates, etc.
- Team meal coordination, responsible for ordering weekly agency lunch
- New Business, client and internal meeting set up:
- Food and supply ordering
- Meeting set up and clean up
- Conference room IT set up
- Ad hoc account management support
- Play an active role in E&K culture, help organize internal events with HR Director and support a positive team culture
Administrative Assistant:
- Manage and maintain CCO and President’s calendar and schedule, including organizing meetings, travel, OOO and other appointments
- Arrange travel and develop itineraries/agendas
- Keep CCO and President well informed and prepared for upcoming commitments and responsibilities
- Schedule weekly creative status and update internal status doc, ensuring CCO is privy to all deadlines
- Expensify Expense Reports
- Keep track of all CCO and CMO’s monthly expenses/receipts and submit expense reports on time
- Other responsibilities as assigned by CCO and President (such as picking up lunch)
Qualifications:
- 1+ year experience in supporting a high level executive
- Attention to detail, strong time management, and self starter attitude are key skills for success in this role
- Excellent verbal and written communication skills
- Ability to communicate and build partnerships with all levels of management
- Deep understanding of the critical need for confidentiality in this role
- Ability to multi-task and handle multiple priorities is essential
- Self-guided / motivated professional that works thoroughly to the logical end of a task, requesting appropriate assistance when necessary.
- Proficiency in Outlook, Google Drive, Sheets, Slides, Docs, and Keynote
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the agency.
