Office Manager / Creative Admin
Location: New York, NY
Type: Contract (1 year)
Compensation: $40 - $50 hourly
Contractor Work Model: Hybrid, 3-4 days/week in the Soho office
Hours: 25-30 hours/week (5-6 hours/day) typical start between 9:00-10:00am, flexible
Overview:
Seeking a dedicated Office Manager/Agency Administrative Assistant to support the internal creative agency and the NYC Office. This hybrid role is crucial for maintaining a productive, inclusive, and organized office environment while ensuring the smooth operation of administrative processes. We are looking for someone with a proactive attitude, excellent organizational skills, and the ability to manage multiple tasks effectively.
Must Haves/Requirements:
- 5+ years of experience in office management or administrative support roles.
- Strong organizational and time management skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and as part of a team.
- Strong attention to detail and problem-solving skills.
- Experience coordinating and managing events is a plus.
- Ability to learn names, faces, and processes quickly.
Office Management:
- Create an Exceptional Work Environment: Ensure the office is a safe, productive, and welcoming space that fosters creativity and collaboration.
- Physical Space Oversight: Liaise with building superintendents and management regarding repairs, maintenance, and facilities operations. Manage office cleanliness and safety.
- Trouble shoot WIFI and other technical office issues as they arise.
- Office Supply/Product Management: Order, replenish, and oversee the budget for office, shipping, product fulfillment, and kitchen supplies on a regular schedule. Recurring product ordering and restocking of products
- Event Planning: Plan and execute team events as required
- Onboarding and Offboarding: Lead new employee onboarding, including office tours, shipping welcome swag, and facilitating office integration.
- Shipping Coordination: Serve as the main point of contact for all in-office shipping needs, including influencer send outs, marketing samples, and care packages.
- Office Design and Updates: Assist with office design updates and IT infrastructure improvements, including software installations, equipment setup, and furniture maintenance when necessary.
- Communications: Serve as the primary point of contact for office-related communications and coordinate meetings and conferences.
- Financial Support: Assist with basic financial transactions for the office operations, as well as some non-office related matters., including budget tracking and processing invoices for creative and operations team.
- Policy Implementation: Create and update office policies as needed to improve efficiency and compliance.
- Onboarding: Provide support and set up for new FTE and freelance team members within the creative agency, creative & marketing ops and production.
- Project Support: Collaborate on project-related tasks, such as research, data gathering, and report preparation.
- Tools management support: Support management of internal creative agency tools & contracts
- Process Improvement: Identify inefficiencies and implement solutions to streamline workflows and procedures.
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