Elevate Job Opportunity: Office Manager

Elevate Communications, a full-service strategic public relations agency that develops and implements national communications programs for consumer, sports, B2B, technology and hospitality brands, is seeking a motivated,
self-starting, Office Manager to join our team.

Reports to: Elevate Partner

Job Summary

The Office Manager is responsible for supporting agency operations by maintaining office systems and managing administrative functions. The Office Manager will work under the supervision of Senior Leadership and will report directly to a Partner.

Duties and Responsibilities

Agency & Account Administration

  • Maintain files for agency-client contracts, including maintaining LOU (contract) template and updating as needed, drafting LOUs for new engagements, managing renewal timelines
  • Assist in developing standardized agency Scope of Work templates and approach to increase accuracy in project and work hours estimates
  • Assist with updates on agency hours including work in ClickTime

Agency Marketing & New Business Development  

  • Assist in developing system for updating and maintaining agency client case studies
  • Manage agency efforts to research, identify, target and secure new clients
  • Maintain agency’s new business tracking sheets
  • Coordinate activities of new business team including budget ownership, establishing and maintaining meeting schedule, coordinating team assignments and consistently communicating and tracking team deliverables & deadlines
  • Develop and maintain library of agency new business materials including capabilities decks, presentations and proposals
  • Create and manage system for consistent updating of agency case studies
  • Coordinate new client pitches, business meetings and presentations
  • Manage agency content marketing calendar and track staff deliverables and deadlines

Office Operations

  • Manage front desk and maintain a friendly and professional environment by greeting and assisting visiting colleagues, clients and vendors
  • Responsible for opening and closing the office daily, M-F
  • Assist Senior Leadership in coordinating office improvements including lay-out, work-space and environment
  • Maintain office equipment including budget and key vendor contract management
  • Handle new employee onboarding
  • Develop and maintain agency influencer and client database to be utilized for Client Relationship Management initiatives and agency marketing functions
  • Assist with administrative tasks such as writing business letters and proofreading
  • Serve as primary contact for building management, cleaning services and needs
  • Book travel for senior team – as directed by agency partners – and managing preferred travel vendors across agency account team
  • Drive culture-related items and events, including but not limited to office lunches, happy hour, quarterly employee events and annual holiday party
  • Assist with intern program
  • Coordinate remote employees’ video conference participation in staff meetings

 IT

  • Manage outsourced IT vendor to ensure execution of contracted deliverables
  • Manage Dropbox files, including file-mapping standards, permissions, organizing and file naming conventions
  • Manage budget for computer software, systems and direct vendor relationships. Develop system for employee computer hardware tracking and maintenance

Job Impact

The Office Manager functions as a member of the management team. The Office Manager oversees the day to day office operations.

Job Authority

The Office Manager reports to an Elevate Partner. The Office Manager is responsible for the office and business operations. He/she may issue discipline in conjunction with other members of the management team.

Qualifications

  • 3+ years office experience
  • Direct experience at an agency a plus
  • Good interpersonal skills
  • Well-organized, detail-oriented, and able to handle a fast-paced work environment.
  • Decision making skills
  • Ability to work independently and prioritize duties with minimal supervision, in order to mean deadlines
  • Strong computer skills, including proficiency with Microsoft Word, Excel, PowerPoint, Outlook, cloud providers (Dropbox), and web browsers
  • Excellent written communication and verbal communication

The above are intended to describe the general nature and level of the work being performed by the person/people in this position. This is not an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities associated with this position.

The above are intended to describe the general nature and level of the work being performed by the person/people in this position. This is not an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities associated with this position.

This position is located at our Newbury Street, Boston office. Salary will be commensurate with experience. We offer a fast-paced, exciting workplace culture, the opportunity to represent diverse and interesting clients, competitive salary, health care benefits (medical, dental and vision), 401(k) and more.

Interested parties should submit resumes and salary requirements to kmulvey@elevatecom.com.

Elevate Communications is an Equal Opportunity Employer.

Job Type: Full-time