Office Manager

Description

Open position in St. Louis, MO or Minneapolis, MN, Hybrid work schedule: 3 days in the office, 2 days working from home

The Executive Assistant will support the Executive Leadership Team at True Media by performing a variety of administrative tasks and supporting key projects, always with an eye toward fiscal responsibility and budget management.

The Executive Assistant should thrive on supporting the culture at True Media. They will continuously connect with people and build relationships, all while maintaining a positive attitude even in stressful situations.

Essential Duties and Responsibilities (Other duties may be assigned) - 

• Coordinate and oversee office presentation and all building maintenance.
• Coordinate couriering items between True Media US offices (Kansas City, MO; Columbia, MO; St. Louis, MO; Minneapolis, MN). 
• Provide overall administrative support for the Leadership Team. 
• Coordinate catering needs and maintain refreshments in all True Media US offices.
• Client Relations / Customer Satisfaction - Coordinate on-site meetings or travel to/from client meetings or key vendors. 
• Coordinate client and employee gifts throughout the year, with input from client leads and SVPs 
• Agency Processes and General Communication - Manage information flow in a timely and accurate manner. 
• Manage executives’ calendars and schedule meetings as requested. Record meeting minutes during Executive Leadership and Leadership meetings. Make travel and accommodation arrangements for internal and external parties. 
• Serves as a member of the Activities Committee, project managing initiatives as needed. 
• Coordinate office events and/or parties.
• Format information for internal and external communication including memos, emails, presentations, reports. 
• Monitor main True Media telephone line via RingCentral, directing calls or voicemails to appropriate parties.
• Post True Media anniversaries in HiBob monthly.
• Platform/Tools - Assist in maintaining permissions and access to research tools/platforms in conjunction with media leadership. 
• Financial - Track and report on monthly expenses as needed, in collaboration with the Associate Director of Operations. 
• Complete expense report for President of True Media US. May be required to assist with expense reports for other executives.
• Employee Training and Onboarding - Work with Associate Director of Operations to maintain current permissions and manage platform access across media/research tools upon employee entry and exit. 
• Maintain employee certification list. 
• Handle new hire operational tasks, coordinate onboarding with input from SVPs, hiring manager and Associate Director of Operations. 
• Work closely with IT on technology inventory. 
• Travel Requirements - estimated 10-15%; in-state (KC/COMO) up to 1x/month; out of State- (MPLS) up to 1x per quarter; travel to be directed and approved by supervisor before being booked

Qualifications

Qualifications - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Two years of professional work experience in the administrative assistant/executive assistant field required.
• Demonstrate a high level of proficiency with Google Products (Gmail, Google Drive, Docs, Sheets, Slides, etc.) 
• Well organized, flexible, have exemplary time management skills and ability to manage multiple projects simultaneously
• Act with confidence and without heavy guidance; move forward with high attention to fiscal responsibility and overall agency efficiencies
• Display an extremely high level of attention to detail
• Ability to maintain a high level of confidentiality at all times

Education

• High School diploma and Higher education may be substituted for professional work experience.

Total Perks Package

• The chance to be a part of a growing company and the next success story
• Amazing opportunities for career development
• Recognition programs
• Employee referral bonus
• Hybrid work schedule; 3 days in the office, 2 days working from home
• Fun and collaborative work environment
• Casual dress code
• Insurance Coverage (medical, dental, vision, life, and disability)
• 401(k) retirement plan, with employer 3% match
• Work/life benefits, including mental health and wellbeing support
• Robust Paid Time Off program, increasing with years of employment
• Paid holidays, including agency closing Christmas Eve-New Years Day
• Maternity, Paternity, and Adoption Paid Time Off, plus Voluntary Paid Leave Bank