Executive Assistant

At Schaefer Ad Co., our goal is to make life better for our clients, our team, our community, and ourselves. Our culture impacts every area of the agency and is rooted within every employee from the top down. Across each discipline, every person at the agency is encouraged to be their best selves — even the agency dog. That’s why Schaefer Ad Co. is more than just one person, a name on a building, or even just a place where people come to work. It is a place that fosters community, where differences are admired, and out-of-the-box ideas are encouraged. Within these four walls is an environment that demands self- and team growth via exposure to new things. This mindset is what drives our agency to be an empowering place to work that always strives to maintain an upbeat, engaging and collaborative environment.

Whether it is through our various Schaefer outings or our internal kitchen happy hours, at Schaefer individuality is celebrated at every opportunity. The result of this type of environment is a place that every employee is proud to call home. Because at Schaefer Ad Co. we are more than just merely coworkers, we are a family – and not the type that is simply united by blood or are forced to spend the holiday together, but a group of people who genuinely trust, care about, and look out for each other.

The Vision

The Executive Assistant at Schaefer Advertising is responsible for overseeing agency operations, office management, IT/vendor relationships, and executive support functions to enhance agency-wide efficiency and effectiveness. This role reports to the President and serves as a key cross-functional leader to ensure the agency operates seamlessly.

This position is ideal for a highly organized, solutions-driven professional who thrives in a fast-paced, creative environment and can proactively implement process improvements while managing multiple priorities.

Key Responsibilities

Agency Operations & Office Management

• Oversee day-to-day office operations to maintain efficiency and organization.
• Manage vendor relationships and contracts related to IT, facilities, office supplies, and other agency needs, ensuring cost-effectiveness and quality service.
• Serve as the primary liaison between Schaefer and building management for all facility-related matters.
• Develop and maintain office processes and policies to improve operational efficiency.
• Ensure the agency is equipped with the technology, tools, and resources necessary to support hybrid and in-office work environments.
• Identify and implement operational efficiencies to improve how the agency functions.
• Directly manage all administrative staff ensuring they are efficiently managing against specific goals and responsibilities. 
• Directly manage the operational aspects of the company budget. 

Technology & IT Management

• Manage the IT vendor relationship, ensuring seamless support for agency technology needs.
• Oversee IT budgeting and vendor negotiations, optimizing spend and ensuring cost-effective technology solutions.
• Stay up to date on new technologies and tools that could enhance agency workflow and effectiveness.
• Coordinate hardware and software needs for employees, including onboarding and offboarding support including all licensing and expense planning and management.

Executive & Leadership Support

• Provide support to the President, including managing schedules, meetings, and administrative needs.
• Prepare agendas, presentations, reports, and correspondence on behalf of agency leadership.
• Act as a liaison between leadership and internal/external stakeholders, ensuring clear and timely communication.
• Manage agency-wide initiatives and special projects that drive operational excellence.
• Anticipate problems and challenges and bring solutions to the President and Executive Leadership Team. 
• Help maximize the efficiency and effectiveness of the President. 

People & Culture Support

• Partner with HR and leadership to enhance employee engagement and culture-building initiatives. 
• Contribute to creating an upbeat and engaged environment. 
• Support the new hire onboarding experience by ensuring new employees have the tools, technology, and resources they need.
• Assist with offboarding processes, ensuring smooth transitions for departing employees.
• Help organize and execute team events, company meetings, and offsite gatherings to strengthen company culture.

Project & Event Management

• Plan and coordinate internal agency events, team-building activities, and executive meetings. 
• Manage event logistics, vendor relationships, and budgeting to ensure seamless execution.
• Take on special projects as assigned, adapting to evolving business needs and helping drive agency-wide initiatives.

      Special Projects & Agency Support:

• Take on projects as assigned by the President to support the agency's operations and strategic initiatives.
• Adapt to evolving business needs and contribute to projects that may not yet be fully defined.
• Conduct research, prepare reports, and assist in project execution as needed.
• Work collaboratively across departments to support company-wide initiatives.

Qualifications & Skills

• 5 years of experience in operations, office management, executive support, or a related role.
• Experience in agency operations, marketing, advertising, or a creative environment preferred.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Google Suite, Zoom, and other productivity tools.
• Experience managing third-party vendors, particularly IT and facilities management.
• Ability to proactively negotiate pricing and contracts to ensure cost efficiency.
• Proactive, solutions-driven mindset with a strong ability to anticipate needs and solve problems.
• Experience managing multiple projects in a fast-paced, dynamic environment.
• Background in event planning, logistics, or coordination is a plus.
• Prior experience in an agency environment is preferred.

Benefits

401k with 3% Employer Contribution

Hybrid Work Schedule

Health, Dental, and Life Insurance

Voluntary Vision Insurance

Paid Time Off

Generous Holiday Schedule

Dog Friendly

Purpose Driven Culture

Commiserate

Schaefer Advertising Co. Talent Philosophy

Performance:

Every job in the world has certain expectations. But at Schaefer, we set the bar unapologetically high. Exceeding expectations is a great place to start. Every job matters, and whether it's behind the scenes or in front of our clients, performing each task with excellence is what sets us apart.

Behavior:

Every Schaefer employee is responsible for positively contributing to the length and breadth of our culture. We have a responsibility to each other and to our clients, so we will be our best, healthiest selves. That doesn't mean we're all the same; we're a diverse collection of personalities, preferences, tastes and talents. We will be patient. We will be kind. We will be respectful and compassionate. We will put others first. We will always tackle conflict with respect.

Differentiation:

Good work is expected. Great work is rewarded. We all play a role in advancing this company forward, and each person’s path will be clearly defined based on their responsibilities, performance, capacity to grow and drive to learn. We invest and reward employees who consistently demonstrate a drive for comp.