About The Role
Open position in all True Media office locations including Kansas City, MO, Columbia, MO, St. Louis MO, and Minneapolis, MN; Hybrid work schedule: in office/remote.
The Office Support Specialist will support the Executive Leadership Team and agency staff by performing a variety of administrative tasks, supporting key projects, and ensuring efficient daily operations of each office.
The Office Support Specialist should thrive on supporting the culture. They will continuously connect with people and build relationships.
Essential Duties and Responsibilities (Other duties may be assigned)
Coordinate and oversee office presentation and all building maintenance.
Coordinate couriering items between TIH US offices (Kansas City, Columbia, MO, St. Louis, MO, Minneapolis, MN).
Coordinate catering needs and maintain refreshments for all US offices.
Work directly with IT to manage tech inventory. May assist with Canada tech inventory as well.
Travel as needed to True Media US office locations.
Client Relations / Customer Satisfaction – Coordinate on-site meetings and/or book travel accommodations to and from client meetings or key vendor meetings.
Coordinate client and employee gifts throughout the year, with input from client leads and SVPs
Agency Processes and General Communication – Manage information flow in a timely and accurate manner.
Assist with management of executives’ calendars and schedule executive or leadership meetings as requested.
When next steps are identified from leadership meetings, create, manage, and follow up on tasks to ensure completion.
Support True Media committees as needed as it relates to events and gifts.
Coordinate office events and parties.
Draft and format information for internal and external communication including memos, emails, presentations, and reports.
Monitor main True Media telephone line via RingCentral, directing calls or voicemails to appropriate parties.
Budget Management – Track and report on monthly expenses in collaboration with the Associate Director of Operations.
Assist True Media US President, and any other executive as requested, with monthly expenses and reimbursement reports.
Employee Training and Onboarding – Work with Associate Director of Operations to maintain current permissions and manage platform access across media/research tools upon employee entry and exit.
Manage employee required certifications per job role. Coordinate with SVP of Activation Strategy and Human Resources for tracking and recordkeeping.
Handle new hire operational tasks, coordinate onboarding with input from SVPs, hiring manager and Associate Director of Operations.
Qualifications – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
At least one year of work experience in the administrative assistant, office management, or event planning field utilizing customer service skills.
Demonstrate a high level of proficiency with Google Products (Gmail, Google Drive, Docs, Sheets, Slides).
Well organized, flexible, and have great time management skills.
Act autonomously with confidence and without heavy guidance.
Display attention to detail and ability to manage multiple projects concurrently.
Attention to efficiency and cost-effectiveness in all areas.
Ability to maintain a high level of confidentiality at all times.
High School graduate
Total Perks Package
The chance to be a part of a growing company and the next success story
Amazing opportunities for career development
Employee referral bonus
Hybrid work options
Fun and collaborative work environment
Casual dress code
Philanthropy: True Media Giving (Includes volunteer time and 100% company match for employee donations to agency charity)
Insurance Coverage (medical, dental, vision. life, and disability)
401(k) retirement plan, with employer 3% match
Work/life benefits, including mental health and wellbeing support
Robust Paid Time Off program, increasing with years of employment, and paid out at year end to employee 401(k) retirement account
Paid holidays, including agency closing Christmas Eve-New Years Day
Maternity, Paternity and Adoption Paid Time Off , plus Voluntary Paid Leave Bank