Office Manager at Daniel J. Edelman Holdings in Seattle, Washington

Job Description:

Edelman PNW is seeking an organized, thorough and collaborative Office Administrative Manager to oversee our regional office operations, including facilities, office services, "return to office" logistics and admin team management.

Responsibilities:

The Office Administrative Manager is responsible for keeping our Seattle and Portland offices running smoothly and overseeing administrative support. Responsibilities may include, but are not limited to:

Facilities:

• Take responsibility for maintaining office premises safely and soundly


• Arrange repairs as necessary, liaise with property agents/landlord regarding overall maintenance of the office spaces


• Comply with local health and safety regulations, especially in the current state of affairs


• Plan and execute office moves/refurbishment


• Maintain on and off-side storage and archiving of hard files in line with policies


• Keep abreast of advances in office services and make recommendations for upgrades


• Negotiate vendor contracts


• Cover the reception desk as needed (or ensure coverage)


• Oversee that kitchen/office/cleaning supplies are maintained in stock


• Monthly travel to the Portland office

Executive Assistance:

• Assist one to two executives with administrative needs as requested, including time entry, expenses, travel, catering and shipping/inventory of client products

Office Coordination:

• Maintain office level aliases, lists and org charts, delegating as appropriate


• Manage the PNW Teams channel


• Prepare financial documents (POs, budgets) accurately and on time


• Prioritize and follow up on billing/financial inquiries, communicating frequently with account staff/finance team


• Manage fiscal year planning, maintenance, and forecasting for office specific needs


• Oversee/assist with office meeting/event set ups

People Development:

• Serve as direct supervisor to administrative staff across both offices


• Manage all PNW experiential items (holiday party, summer outing)


• Develop a good relationship with all staff, including IT personnel and building management


• Increased connection to SLT to communicate important needs


• Work with HR on all future of work and return to office logistics


• Work with HR to create and implement office emergency guidelines and procedures


• Oversee new hire set-ups


• Help to solve employee relations or disciplinary issues as needed amongst administrative team


• Conduct performance appraisals/provide constant feedback for direct reports through the Clear Review portal

Leadership:

• Show ability to self-motivate and manage conflicting priorities


• Demonstrate professional behaviors and pursuit of excellence in all operations


• Comply with all company Policies and Procedures


• Live the Edelman values

Qualifications:

• At least four years' experience in administration, operations or office services required


• Ability to lift 25 pounds required


• Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, liaise with facilities contacts and handle vendor contracts


• Excellent time-management skills, including ability to juggle and properly prioritize multiple projects while sticking to timelines and budgets


• Strong interpersonal skills to interact positively with all employees including admin team whom this person will manage


• Attention to detail to ensure tasks are completed thoroughly and correctly


• Proficiency in the following Microsoft applications: Outlook, Excel, Word, PowerPoint and Teams


• Prior customer service experience and a college degree from an accredited university is preferred


• Ability to work onsite full-time, with the opportunity for work from home flexibility (hybrid work) based on office needs in real-time

Edelman is a global communications firm that partners with businesses and organizations to evolve, promote and protect their brands and reputations. Our 6,000 people in more than 60 offices deliver communications strategies that give our clients the confidence to lead and act with certainty, earning the trust of their stakeholders. Our honors include the Cannes Lions Grand Prix for PR; Advertising Age's 2019 A-List; the Holmes Report's 2018 Global Digital Agency of the Year; and, five times, Glassdoor's Best Places to Work. Since our founding in 1952, we have remained an independent, family-run business. Edelman owns specialty companies Edelman Data & Intelligence (DxI) and United Entertainment Group (entertainment, sports, lifestyle).

For more information please visit: www.edelman.com

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Employees must be fully vaccinated against COVID-19 (i.e., at least 2 weeks after last dose) and, if hired, present proof of vaccination before start date. Candidates may request an accommodation due to disability, sincerely held religious belief or exception required under applicable law.

Edelman is an equal opportunity employer of all protected classes, including veterans and individuals with disabilities.