Administrative Assistant /Office Manager

Job Description

Salary:

Overall 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:

2+ 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.