Office Manager & Executive Assistant

Reach Agency is an award-winning creative agency that serves large Fortune 500 clients including Nestle USA, Clorox, Google, Microsoft and Anheuser-Busch. An AdAge Small Agency of the Year, Inc 5000 Fastest Growing Company and Shorty Awards Small Agency of the Year, Reach is helping brands engage with a social generation. From strategy, creative and production, to creator marketing and channel management, we do it all.

Our team consists of social-first creators, publishers and media innovators who operate in teams to develop big ideas on behalf of our brand partners. Here at Reach Agency, we believe brands need to be more than just social: they need to be influential.

• Remote work so you can work where you do your best work
• Unlimited Flexible Time Off (FTO), 14 paid holidays, including summer Fridays
• Health, dental and vision benefits inclusive of HMO and PPO plans
• 401k enrollment after three months of hire
• Wifi & cell phone reimbursement
• Leadership development programs
• Competitive paid leave offered to parents

The Office Manager & Executive Assistant will provide administrative and operational support to Reach Agency’s co-founders and executive team, with the goal of maximizing daily productivity and workflow. You will also work to maintain a happy and fun environment, promoting the company’s dynamic and vibrant culture. This is an in-person position located at our office in Venice, CA with some remote days.

Administrative / Department Support

• Coordinate and help set up meetings for the executive team and select team members
• Prepare and submit expense reports for two (2) co-founders and SVPs
• Manage company credit card statements and monthly transaction coding for executives and all cardholders
• Coordinate onboarding of new team members, including email setup, managing new hire equipment, processing paperwork, and account creation (MS, Dropbox, Slack, etc) and office information
• Coordinate new hire orientation sessions (calendar invites, logistics, supplies).
• Support with offboarding team members, including deleting accounts and overseeing the return of equipment
• Manage and send client gifts, company gifts, various gifts for big wins, birthday gifts, as needed
• Assist with internal communications or announcements
• Manage and arrange travel needs for executives and various team members.
• Plan office and employee events and occasional client-facing gatherings that embrace the culture of the office including all-hands meetings, happy hours, company off-sites, meals and other events as needed
• Support special projects that require logistics, scheduling, or documentation (such as setting up Uber vouchers for client events)
• Order and ship products to influencers as needed for various client campaigns
• Manage company accounts (Adobe, Microsoft, Amazon, Instacart, etc) and maintain password records
• Provide various IT support needs for Dropbox, Slack, Adobe, Microsoft suite for all employees
• Oversee Fed Ex account billing and payment approvals
• Ongoing file management for Dropbox and Google Drive
• Manage Docu Sign accounts to two co-founders to execute agreements and SOWs
• Communicate the company holiday schedule on a monthly basis and inform employees of any office closures

Office Management

• Serve as the primary point of contact for office upkeep, repairs, maintenance, and HOA requests
• Maintain office organization and keep internal systems organized
• Manage the office environment and update, organize and restock when necessary
• Manage inventory and ordering of office needs, such as: food service, office supplies, business cards, and various vendors
• Accept and organize deliveries from vendors
• Keep company contact lists and relevant internal documents updated
• Assist with ad hoc projects to support the operations team

Operations Support

• Support internal operational systems as needed, including time sheet administration and reporting
• Employee
  
  Experience:
  
  Partner with Ops/HR on culture initiatives (e.g., revamp Culture Crew, holiday gifting, etc)
• Track employee anniversaries and birthdays for recognition and send emails for employee birthdays

• Proficiency in Microsoft Word, Excel, and…