Office Manager

Office Manager – Advertising Agency

Location: Brewster, Massachusetts (Hybrid: In-Person & Remote)

Experience In The Current Advertising Industry Required

About Us:

At Ailie Inc., we specialize in elevating digital presences. With over 25 years of experience, we have provided customized marketing and design solutions to over 100 clients across 25 industries. Our mission is to transform ideas into impactful results, helping brands expand and succeed on a global scale. Our comprehensive suite of services includes website design, SEO, analytics, branding, digital marketing, social media development, marketing strategy, and product analysis. We are committed to delivering innovative solutions and exceptional results, positioning your brand for success in an ever-evolving marketplace.

Job Summary:

We are seeking a highly skilled and results-driven Office Manager to oversee the day-to-day operations of our advertising agency. This position is integral to ensuring that all workflows are executed smoothly, processes are optimized, and efficiencies are achieved across all departments. The ideal candidate will bring a strong background in agency operations, project management, and team coordination, with proficiency in Asana, HubSpot, Semrush, Google Local Business, Google and Google Sheets. Familiarity with Wix, and Canva is also beneficial for supporting web and creative operations.

Work Schedule:

• In-person: Monday–Wednesday, 9 AM–2 PM (Brewster, MA)

• Remote: Thursday & Friday

• Paid Time Off: Five weeks of PTO when the agency is closed

Key Responsibilities:

• Reporting To Your Operations Management Supervisor

• Project & Resource Management: Manage project timelines, budgets, and resource allocation using Asana for tracking progress and meeting deadlines.

• Process Improvement: Implement best practices to enhance efficiency, quality, and productivity across teams.

• Client & Account Coordination: Work closely with account managers, utilizing HubSpot to track leads, manage client relationships, and ensure clear communication.

• Team Collaboration: Support cross-functional teams, including creative, media, and account management, ensuring cohesion and project alignment.

• Vendor & Partner Management: Coordinate with external vendors, freelancers, and contractors to support agency operations.

• Website & Content Support: Assist with website updates and maintenance using Wix, ensuring smooth functionality and troubleshooting where needed.

• Creative Asset Coordination: Support creative teams in managing brand assets and basic design work using Canva.

• Performance Tracking: Monitor KPIs and operational metrics, leveraging Google Sheets for real-time tracking and reporting. This would be done in Google sheets.

• Technology & Tools: Ensure teams are efficiently utilizing Asana for project management, HubSpot for sales and CRM, and Google Sheets for data tracking and analysis.

• Budget & Cost Management: Assist in financial planning and operational budgeting to maintain cost efficiency.

• Security & Access Management: Manage and retrieve access codes for staff, ensuring secure and efficient logins to essential accounts and platforms while maintaining proper documentation and security protocols.

Requirements:

• Proven experience in office management role within an advertising, marketing, or creative agency.

• Strong understanding of campaign execution, client servicing, and agency workflows.

• Proficiency in Asana, HubSpot, and Google Sheets for project management, sales tracking, and data analysis.

• Experience managing sales pipelines and client data within HubSpot.

• Familiarity with Wix, WordPress, and Canva for supporting website and creative tasks.

• Experience in account access management and security protocols.

• Strong problem-solving skills with the ability to think strategically and execute effectively.

• Excellent leadership, organizational, and communication skills.

• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

• Familiarity with financial planning and budgeting is a plus.

What We Offer:

• Hybrid work schedule: In-person (Monday–Thursday, 9 AM–3 PM in Brewster, MA); Remote ( Friday 9-12).

• Five weeks of paid time off when the agency is closed.

• Competitive salary with performance-based bonuses.

• A collaborative and creative work environment.

• Opportunities for professional growth and development.

Important to consider: This is a detailed position with will require tedious and repetitive work such as code retrieval for account access, trouble shooting with Wix support, Google ads support and Google local Services ads. It will require creating meeting agendas. The office is in a home environment.