Office Manager- Part-Time

Agency Overview

Agency EA is a 100% employee-owned, award-winning experiential marketing agency specializing in live, virtual, and hybrid experiences for global brands. Known for its ability to blend strategy, creativity, and flawless execution, Agency EA partners with clients to bring their brands to life through impactful events, immersive environments, and engaging digital activations.

We are looking for dreamers and doers who have the passion to champion big ideas and the talent to bring them to life. A place of acceptance and open dialogue, we strive to foster a culture where differences are not just valued, but celebrated.

Come do your best and be your best in a casual yet vibrant workplace where we prioritize professional and personal growth, commit to causes we believe in, and ensure a diverse and inclusive community.

Position Overview

The Office Manager will support the operations of the company and report directly to the Director of HR. This person works closely with various individuals, including but not limited to Managers and Directors, and will serve as the receptionist to greet all visitors.

The Office Manager is a part-time role and reports to the office three days a week for in-person roles and responsibilities. As the first line of entry to the company, responsibilities include:

• Serve as a receptionist and greet all visitors and staff with positivity and professionalism.
• Answer all incoming telephone communications for Agency EA, directing in-person and telephone requests to appropriate parties.
• Manage the front desk monitor - content, rolling slides, etc.
• Manage and maintain all building coffee machines.
• Manage office snack inventory.
• Manage office tours for new staff, candidates, and visitors.
• Assist in creating a welcoming environment for all new hires, including setting up a desk for new hires and being a point of contact for office questions.
• Support the maintenance of the office appearance, including managing the kitchen and commonplace organization and supplies.
• Manage the agency's Amazon business account.
• Manage the office iPad/daily music.
• Manage and support travel functions of the agency, including booking group travel arrangements and hotel bookings, managing leadership travel arrangements as needed, and managing travel credits for use when applicable.
• Manage/keep updated the employee tracker document with Marketing.
• Assist HR in managing training content on the back end for the agency.
• Assist with managing the back end of Jostle (internal intranet). Clean up, audit, etc.
• Assist as needed with back-end Asana management.
• Oversee daily mail distribution, including managing mail, packaging supplies, and postage accounts.
• Coordinate internal food and beverage, including support of internal meeting requests, employee onsite appreciation events, and new hire orientation lunches.
• Manage office supplies and vendor contracts.
• Manage the copier inventory and keep each of the four areas organized.
• Provide general administrative support, including office communication, Building Safety Initiatives, and invoice processing.
• Manage meeting room request form for the company.
• Manage the company dog form policy.
• Assist in the management of aquarium vendor needs (scheduling, clean up.)
• Assist in managing the office’s cleaning and maintenance vendors, and coordinate the ordering of additional cleaning supplies as needed
• Assist accounting with Workamajig vendor clean-up as needed.
• Additional opportunities may include on-site production support, as needed.
• Always be looking for possible additions to your list of responsibilities.
• Other tasks as needed

Qualifications

• 2+ years of receptionist / administrative experience is preferred.
• Excellent communication and customer service skills with the ability to effectively interact with clients, guests, and employees.
• Highly organized and self-motivated.
• Thorough knowledge of grammar, punctuation, and spelling is required to ensure all documentation is prepared accurately and professionally.
• Ability to identify and utilize resources required to complete daily tasks.
• Knowledge of general administrative procedures with intermediate skills utilizing computer software applications for word processing, spreadsheets, presentations, and database management (Google Suite, MS Word, Excel, PowerPoint, Gmail, and Internet).
• Ability to multi-task, work independently and utilize good judgment to plan, prioritize and organize workload.

This is an hourly position that will pay $20/hour to $25/hour based on experience.