Job Description

R each Agency is an award-winning boutique 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 Streamy Awards Agency of the Year 2023. Reach is purpose-built for the developing world of social video storytelling, 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 small 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.

OVERVIEW 

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. 

RESPONSIBILITIES 

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 FedEx account billing and payment approvals
• Ongoing file management for Dropbox and Google Drive 
• Manage DocuSign accounts for two (2) 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 birthdaysMISC/HR

THE IDEAL CANDIDATE WILL HAVE: 

• Proficiency in Microsoft Word, Excel, and PowerPoint
• Excellent organizational skills and high attention to detail
• Ability to manage multiple tasks with professionalism, integrity, and confidentiality
• Strong written and verbal communication skills
• Dependable, proactive, and adaptable to changing priorities
• Experience in an office administrator or coordinator role is a plus
• Familiarity with social media platforms and digital trends is a bonus
• An active driver’s license and vehicle

Reach Agency is an equal opportunity employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.   

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