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Administrative Assistant

4 months ago

San Francisco, United States Erich & Kallman LLC Full time
Job DescriptionJob DescriptionSalary:

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.