What are the responsibilities and job description for the OFFICE MANAGER position at LEO Events?

Job title : Office Manager

Department : Human Resources & Administration

Reports to : Katie Leonard, Talent & People Manager

Supervises : None

FLSA Status : Full-Time / Non-Exempt

Position Summary :

The Office Manager plays a critical role in the success of the Nashville office, overseeing operations and helping to cultivate a vibrant, positive culture. As a member of the HR and Administration department, this role is central to fostering an engaging, collaborative environment for our team. This individual will provide top-tier administrative support while also managing a diverse range of tasks, including office logistics, vendor coordination, and hospitality. We seek a candidate with excellent organizational skills, strong communication abilities, and the capability to effectively collaborate with all levels of the organization. This position is based out of our Nashville, TN office, and the employee is required to work from the office five days a week, with minimal travel (1x / year for the annual conference).

Key Responsibilities :

Culture, Commerce, and Community :

Support Office Culture : Actively contribute to the Nashville office's culture by supporting events that promote Culture, Commerce, and Community. Work closely with leadership to enhance team engagement and inclusion through events, initiatives, and fostering a sense of belonging.
Event Planning & Coordination : Organize and coordinate office events, group lunches, and employee celebrations, while ensuring they reflect our office values and help promote a collaborative culture.
Community Outreach : Participate in initiatives that connect our office with local community events and charitable causes, reinforcing our commitment to community involvement.

Office & Vendor Management :

Visitor and Client Relations : Greet visitors and clients, ensuring they have a seamless experience from arrival to departure. Coordinate hospitality needs and ensure that conference rooms are set up appropriately for meetings.

Office and Supply Management : Maintain office and kitchen supplies, ensuring everything is well-stocked and organized.

Vendor & Facility Coordination :

o Manage relationships with housekeeping vendors to ensure regular cleaning schedules.

o Coordinate maintenance vendors for building needs (e.g., exterior landscaping, fire extinguisher checks, office equipment maintenance).

o Regularly check-in regarding building-related needs and ensure all office-related errands, deliveries, and shipping are handled efficiently.

o Oversee parking arrangements and ensure appropriate use of parking spaces.

o Dressing Rooms : Work closely with the Media department to manage dressing room needs for events and studio bookings.

HR & Administrative Support :

Recruitment and Onboarding Support : Assist with recruitment tasks, including launching reference checks during the hiring process and escorting in-person interview candidates to the conference room.

Org Chart & Documentation Management : Assist in updating and maintaining the company org chart (via Organimi) and managing Dropbox files.

Expense Reporting & Administrative Tasks : Provide support to SVPs with monthly expense reports, travel coordination, and other administrative requests as needed.

Client / Guest Support : Coordinate hotel and transportation logistics for clients, guests, and visitors, ensuring their needs are met from arrival to departure.

Tool Integration : Utilize key internal tools, including Hubspot, Clockify, Asana, Navan, and the internal Intranet to manage communications, scheduling, and administrative processes more effectively.

LEO Studio Management :

Studio Coordination : Assist with planning and coordinating LEO Studio bookings. Ensure all guests are greeted and escorted to the studio, with hospitality needs provided for a seamless experience.

Support for LEO Gives, Culture, and Sustainability :

LEO Gives & Sustainability Initiatives : Contribute to the office's community-focused programs, including supporting the LEO Gives and Sustainability initiatives. Help organize volunteer activities, environmental efforts, and community outreach.

Qualifications :

Bachelor's degree or equivalent experience preferred.

2-4 years of experience in office administration, event management, or a related field.

Proficient in Microsoft Suite, Dropbox, Adobe Acrobat, and other basic office software.

Experience with Hubspot, Clockify, Asana, and Navan is a plus.

Some experience with FedEx account management and AMEX reconciliation is a plus.

Competencies :

Communication : Excellent verbal and written communication skills with the ability to interact with people at all levels of the organization.

Organizational Skills : Highly organized with the ability to manage multiple tasks and priorities in a fast-paced environment.

Problem-Solving : Strong problem-solving skills, with the ability to think on your feet and adapt to changing needs.

Team-Oriented : Ability to work independently but also collaborate effectively with multiple team members and leaders across various departments.

Trust & Responsibility : Demonstrates a high level of trustworthiness, responsibility, and respect for confidentiality.

Customer-Focused : Excellent customer service skills, with a focus on creating a welcoming and efficient office experience for both employees and visitors.

Environmental Conditions and Physical Demands :

Employee required to spend a portion of time in a seated position looking at a computer screen.?Employee?will?be?required?to?do?some?standing?and?walking.?Employee?will?be?in?a well-lighted,?heated?and / or?air-conditioned?indoor?office?setting?with?adequate?ventilation.?

Company Summary :

LEO Events is an award-winning, full-service brand experience agency. Since its founding in 2012, the LEO Events team has showcased fresh and fearless creativity, inventive tactics, and an exceptionally collaborative approach. LEO's increasingly diverse staff of more than 90 full-time employees is distributed across the country in three offices Memphis, Nashville, and Chattanooga, Tennessee. LEO's clientele includes national and international brands such as Walmart, AutoZone, Sherwin-Williams, Nissan, and Hilton.

LEO Events is proud to be an equal opportunity employer. We don't just accept diversity, equity, and inclusion; we celebrate, support, and commit to growing it for ourselves, our clients, our partners, our industry, and our communities.

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