Office Manager

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