hi5.agency is a full service creative agency that takes a social-first approach to owning the moment. An ego-free and inclusive environment that offers award winning services across Strategy, Social, Creative and Production. We take the work seriously, not ourselves. The office Manager is a unique administrative position that not only supports our Creative, Strategy, Production and Social teams but also works directly with our Founder and Sr. People Experience Manager.
This is an in-office position for our Pasadena headquarters, Monday- Friday.
Office Administrative Tasks:
- Welcoming guests/clients and team members with positive and upbeat attitude
- Ad Hoc Tasks related to office management. Field ad hoc tasks and errands
- Field unscheduled tasks and projects from producers and team leads
- Be open and ready to assist Creative (VO, modeling, capture, etc.)
- Mailing and shipping and general in office needs
- Stock media acquisition for Creative team members
- Coordinate with AV team for on-site media and asset management and drive delivery
- Administer/ coordinate office services (ie. facilities, runner requests)
- Organize hi5.agency’s digital calendar and event planning and execution (birthday/ off-sites/ etc.)
- Look for opportunities to simplify processes and find efficiencies
- Coordinate and manage schedule/calendar ensuring all meetings are made for Chief Creative
- Booking and coordination of travel
- General in office IT Support (i.e. Machine restarts)
People Experience Support:
- Assist with onboarding and off boarding process
- Manager all employee time off calendar request
- Various people experience administrative tasks given by sr. people experience manager (I.e. background checks, profile set-ups, communication with employees, reports)
- Maintains high standards of confidentiality of all associate information
- Assist with developing people engagement opportunities
Creative Resource Management:
- Run the daily 9am Creative Resource meeting ensuring there are no resource gaps and projects are fully covered
- Recommend and develop updated or new processes to streamline resource bookings
- Collaborate with Creative Leads to understand and fill freelance requests, confirm the needs with Producers, clarifying with finance before booking
- Source outside freelance talent on a regular basis including static designers, art directors, motion designers, editors, copywriters and more, through research and relationship building
- Ensure Freelance Creative Resource spreadsheet is current with contact information, rates and links to portfolios and reels for all potential freelance talent
- Assist Creative management in ensuring the creative team is properly staffed with full time resources and help inform potential full-time hires
- Lead the onboarding of all freelance hires
- Deftly manage daily resource sheet while staying aware of and identifying any upcoming gaps or overages in resource needs and time
- Keep things moving under pressure and on tight deadlines while remaining organized, attentive to detail, flexible and diplomatic; understanding that client needs arise during off hours and may need to be addressed
- Develop a keen understanding of the skill set/strengths/weaknesses of each resource to help advise on proper placements
- Gather ongoing feedback from Creative Leads about new and existing freelancers and keep updated in freelance sheet
- Communicate status/confirmation of receipt of resourcing requests from creative leads
This does not encompass all task and responsibilities that might be assigned or given
Culture:
- Always be punctual and effectively manage your time while communicating proactively
- Honor our commitment to maintain a diverse and inclusive environment embracing different voices, experiences and perspectives
- Be kind and respectful endlessly
- Turn up responsibly
Qualifications, Skills, and Experience:
- The ability to excel in a fast paced and deadline-focused environment that is driven to produce world class results
- Strong communication and interpersonal skills
- Currently in the possession of an ego-free personality that can work with a highly motivated team to get shit done
- Proficiency in Google docs, Google Calendar, Slack, Basecamp and various digital platforms
- Willing to work off hours and weekends as needed (limited occasions)
- Entertainment or Ad agency experience preferred but not mandatory
Hourly Position: $28-$36 based on experience
hi5.agency
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