Office Manager, Part-Time

Office Manager - FT/PT

Agency Overview

Agency EA is a brand experience agency, specializing in user events, worldwide event programs, summits, conferences and B2B experiential campaigns. As experiential alchemists, we blend the tactical and magical to create exceptional experiences for some of the biggest brands in the world. Working collaboratively — cross team, cross discipline and even across continents — we form lasting and meaningful partnerships with our clients and with each other.

EA is looking for dreamers and doers who have the passion to champion big ideas and the talent to bring them tolife. Consistently recognized as an industry leader, EA has been named a “Top Workplace for Women” by Crain’s Chicago Business and a “Best Place to Work” by Ad Age, Event Marketer and Crain’s Chicago Business. Comedo your best and be your best in a casual yet vibrant workplace where we prioritize professional and personal growth, ommit to causes we believe in, and ensure a diverse and inclusive EA community.

Position Overview

The role of the EA Collective Office Manager will support the operations of the company and reports directly to the VP of Talent Resourcing & Development. This person works closely with various individuals, including but not limited to Managers and Directors, and will serve as the receptionist to greet all visitors.

The Office Manager is a part-time role and reports to the office three days a week for in-person roles and responsibilities the first line of entry to the company, responsibilities include:

• Serve as a receptionist and greet all visitors and staff with positivity and professionalism.
• Answer all incoming telephone communications for The EA Collective, directing in-person and telephone requests to appropriate parties.
• Manage the front desk monitor - content, rolling slides, etc.
• Manage and maintain all building coffee machines.
• Manage office snack inventory.
• Manage office tours for new staff and visitors.
• Assist in creating a welcoming environment for all new hires, including setting up desk for new hires and being a point of contact for office questions.
• Support the maintenance of the office appearance, including managing kitchen and commonplace organization and supplies.
• Manage the agency Amazon business account.
• Manage the office Ipad/daily music.
• Manage and support travel functions of the agency, including booking group travel arrangements and hotel bookings, managing leadership travel arrangements as needed, and managing travel credits for use when applicable.
• Manage/keep updated the employee tracker document with Marketing.
• Assist HR in managing training content on the back end for the agency.
• Assist with managing the back end of Jostle (internal intranet). Clean up, audit, etc.
• Assist as needed with back-end Asana management.
• Oversee daily mail distribution, including managing mail, packaging supplies, and postage accounts.
• Coordinate internal food and beverage, including support of internal meeting requests, employee onsite appreciation events, and new hire orientation lunches.
• Manage office supplies and vendor supplier contracts.
• Manage the copier inventory and keep each of the four areas organized.
• Manage Certificate of Insurance (COI’S) requests and filings.
• Provide general administrative support including office communication, Building Safety Initiatives and invoice processing.
• Monitor the “office@thisiseacollective” email.
• Manage meeting room request form for the company.
• Manage the company dog form policy.
• Manage the aquarium vendor needs (scheduling, clean up.)
• Manage the office’s cleaning vendor and coordinate the ordering of additional cleaning supplies as needed
• Assist accounting with workamajig vendor clean up as needed.
• Additional opportunities may include on-site production support, as needed.
• Always be looking for possible additions to your list of responsibilities.
  
  
  

Qualifications:

• 2+ years of receptionist / administrative experience is preferred.
• Excellent communication and customer service skills with the ability to effectively interact with clients, guests, and employees.
• Highly organized and self-motivated.
• Thorough knowledge of grammar, punctuation, and spelling is required to ensure all documentation is prepared accurately and professionally.
• Ability to identify and utilize resources required to complete daily tasks.
• Knowledge of general administrative procedures with intermediate skills utilizing computer software applications for word processing, spreadsheets, presentations, and database management (Google Suite, MS Word, Excel, PowerPoint, Gmail, and Internet).
• Ability to multi-task, work independently and utilize good judgment to plan, prioritize and organize workload.
  
  
  

Compensation is $25 to $30 an hour.