About The Role
Minneapolis-based Hail Mary PR launched to provide next-level creativity and modern PR solutions to face marketing challenges and accelerate brand strategies big and small. At Hail Mary, we think like founders –– never losing sight of our client’s business objectives and building respected partnerships with our clients.
Hail Mary is a growing, ambitious company in search of a part-time Office Manager who will play a crucial role in ensuring the smooth and efficient operation of our office. Proactivity and organization are crucial in this role, and an ideal candidate has contagious energy and enthusiasm.
Key Responsibilities & Accountabilities
– Maintain a consistent presence in the office on Tuesdays and Wednesdays – our two in-office working days each week – to oversee daily operations and support the team.
– Serve as the primary point of contact for external vendors, including office building management, internet, and cleaning services, ensuring smooth communication and timely resolution of any issues.
– Keep the office area clean and organized – generally maintain a presentable workspace.
– Manage office supply needs, such as notebooks, pens, snacks and beverages, and other essential items, monitoring inventory levels and restocking as necessary.
– Manage all food-related arrangements for office events, meetings, and special occasions, including ordering, scheduling, and ensuring appropriate setup.
– Maintain an internal office calendar to coordinate workflow and meetings.
– Assist with packaging and shipping client and internal items, ensuring accuracy and timely delivery.
– Contribute to the planning and organization of team events and outings, coordinating logistics, reservations, and any necessary arrangements.
– Coordinate the selection, purchasing, and delivery of team and client gifts, including updating client team information and addresses as needed.
– Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; and updating various contacts databases.
– Manage the organization of Hail Mary master files, including Google Drive and Dropbox.
– Previous experience in office management, administration, or a related field is preferred.
– Strong organizational skills with the ability to multitask and prioritize effectively.
– Excellent communication and interpersonal skills to interact with internal teams and external contacts.
– Detail-oriented mindset with a focus on accuracy and timely execution of tasks.
– Proactive problem-solving abilities to address any office-related challenges.
– Proficiency in using office software and equipment, such as Microsoft Office Suite, standard printers, and video conferencing technology.