Office Manager & Executive Assistant (Hybrid)

Salary: $50,000.00-$55,000.00 annually, based on experience

About Us:

Our team enjoys summer hours, competitive health benefits, professional development opportunities and additional perks throughout the year. Morreale works out of a custom office in Rosemont, IL. The office is within walking distance to shopping, dining and special events with free parking and transportation from the CTA Blue Line. While we will continue to offer a flexible work schedule, we are only considering candidates who are enthusiastic about being in the Rosemont office to collaborate with their colleagues at least three days per week.

Background: 

Morreale Communications is an award-winning woman-owned public relations firm with a specialty focus in transforming outcomes in the areas of Transportation, Infrastructure & Mobility (TIM), Health & Wellness, Energy & Utilities and Public Affairs.

The Office Manager & Executive Assistant (EA) is a self-starter and natural problem solver providing high-quality administrative support to the firm's President/CEO and general support for office operations. This position proposes and implements best practices and streamlines office processes. The ideal candidate has strong communications skills, is tech-savvy, professional, organized and proactive. They also work to stay on top of facilities management (office needs and troubleshooting) to keep our office environment well-stocked and organized. This person will be responsible for greeting clients and guests that visit the office, helping to prepare meeting rooms by setting up presentations, refreshments and other support as needed. To be successful, this person must be able to think outside the box and take initiative and always think three steps ahead.

Job Responsibilities:

Executive Administration

• Work to primarily support our CEO’s scheduling needs and support her preparation for meetings and engagements
• Coordinate and execute meetings and events including securing venues, purchasing equipment and supplies, coordinating vendors and ordering food and beverage
• Coordinate travel arrangements, reservations, staff attendance, on-site technology, presentations, materials and/or promotional items for meetings
• Coordinate and send client materials and correspondence via mail or email
• Support the process of securing firm sponsorships
• Write correspondence on behalf of the President/CEO and other members of the executive leadership team
• Utilize DocuSign to send contract agreements on behalf of the firm
• Provide personal support and run various errands as requested
• Support members of leadership on an as-needed basis
• Additional projects and tasks as needed
  
  

Operations & Office Management

• Ensure office supplies are well-stocked and that the office environment is tidy and organized on a weekly basis
• Prepare refreshments and executive conference room for client visits
• Coordinate basic AV set up and catering for meetings
• Welcome guests and clients by greeting them, in person or on the telephone; answering or directing inquiries
• Partner with IT service provider to manage firm software, equipment and tools
• Conduct basic IT troubleshooting within Microsoft Office & SharePoint (team’s user access, password reset, distribution list editing, etc.)
• Manage firm’s administrative inbox & other related email inboxes, as needed
• Support the facilitation of company insurance including renewals, negotiations, and coordination of certificates of insurance and workers compensation
• Maintain firm’s certificates in good standing and renew certifications as appropriate
• Make project or administrative-related payments online
• Conduct vendor and contractor management
• Identify, gather information, and set up internal communications resources as needed
• Purchase materials and supplies for projects as requested
• Additional projects and tasks as assigned
  
  

HR & Accounting Support (as needed basis)

• Support weekly projections planning, including documenting PTO requests in Deltek
• Gather data for invoices including receipts, expense reports and signed time sheets, and assist with back-up and follow-up tasks as needed
• Support HR Director with the onboarding of new hires, ensuring compliance of hiring forms, tax forms, direct deposit, background checks, etc. as needed
• Support the coordination of staff compensation and benefits including PTO, health insurance and 401k as needed
• Support employee off-boarding, including scheduling exit interviews, removing access, and collecting company equipment as needed
• Support the up-to-date maintenance of employee resources including the employee handbook as needed
• Support employee recognition process (birthdays, anniversaries, monthly or spot recognition efforts) as needed
• Additional projects and tasks as needed
  
  

Job Qualifications: 

• Associate or bachelor's degree in business administration is preferred, not required
• 2 - 4+ years’ experience within a business environment
• Self-starter who takes initiative
• Quick learner with a natural ability to multi-task and prioritize appropriately
• Proficiency in Microsoft Office Suite, required
• Strong and professional communication; verbal, written and penmanship
• A positive attitude and solutions-oriented mindset
• Ability to handle confidential and sensitive information with discretion  
• Highly detailed, organized, and resourceful
• Familiarity with SharePoint a plus
• Ability to attend company events during and after hours, as needed
• Ability to travel throughout the Chicagoland area, or state of IL, for company-related events, as needed
• Must be able to work a hybrid schedule, three days per week in the Morreale Office
• A personal car is required for success in this position
  
  

Commitment to Morreale Core Values 

View our Core Values video here!  

Our core values represent the beliefs, philosophies and principles that define who we are and how we do business. We are looking for a candidate who demonstrates commitment and character to upholding the Morreale Core Values in all they do. 

• Accountability: Own it and honor our commitment to others. 
• Diversity: Embrace diverse perspectives and foster a culture of inclusion. 
• Excellence: Think big. Be bold and make every action count. 
• Integrity: Be honest, respectful, and trustworthy. Always do the right thing. 
• Collaboration: Stronger together. Elevate each other’s unique abilities to build on our collective strength. 
  
  

About Morreale 

Founded in 2006, Morreale Communications is a leading strategic communications agency working at the intersection of business, media, policy and people. Driven by the desire to empower our clients by elevating their voices during times of change, crisis and opportunity, Morreale offers an integrated suite of solutions. Core capabilities include strategic message development, stakeholder engagement, branding and creative strategy, digital & social communications, diversity & inclusion, policy strategy and media relations. Morreale is a certified WBE/WBENC agency bringing unrivaled experience from a wide range of backgrounds to provide deep insights and counsel to our clients. 

Benefits: 

• Competitive medical, dental, vision and life insurance benefits  
• 401k program and safe harbor match 
• Discretionary profit sharing program
• Paid time off 
• Paid maternity leave 
• Hybrid and flexible schedule
  
  

Morreale Communications is an equal opportunity employer and is committed to diversity and inclusion in the workplace. We encourage applications from qualified individuals of all backgrounds.

To apply, please submit your resume and cover letter outlining your qualifications and interest in the position. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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