Office Administrator

Office Administrator (November 2024) Since 1915, Doe-Anderson has existed as a full-service advertising agency known for world-class work. We are now seeking an Office Administrator to ensure our agency team has support to keep that world-class work coming. As Office Administrator, you’re the heartbeat of our office culture, supporting a team of 130 team members working across our Louisville, Ky., and Columbus, Ohio, offices, as well as a few remote colleagues. If you have a positive and helpful attitude, thrive in an independent and fast-paced environment, and are energized by the idea of keeping the engine running, we hope to see you soon This position is based in our Louisville office five days per week in order to support the responsibilities below. RESPONSIBILITIES Office Operations ● Maintain relationships and ordering with office vendors and suppliers, ensuring office equipment is in working order and supplies are readily available ● Manage access to locked on-site and off-site storage as well as agency-wide key access ● Support floor plan changes (moving support for offices, light cleaning, etc.) ● Assist with miscellaneous purchasing and expense submission as needed ● Perform daily upkeep and light cleaning of the office kitchen (clear counter, clean out fridge, run dish washer) ● Monitor conference room tidiness and supply stock ● Perform general office duties as needed (watering plants, making coffee, etc.) Admin Support ● Check and maintain virtual phone mail system ● Route daily outgoing and incoming agency mail ● Perform calendar support as needed (booking rooms, scheduling meetings, etc.) ● Draft correspondence as needed for agency meetings or functions Building Support ● Liaise with building lessor staff, relaying office and building needs and communication ● Serve as point of contact for building cleaning department as needed Visitor & Client Support (in partnership with Agency Concierge) ● Greet visitors ● Register guests with security and client reception ● Perform meeting setup and cleanup, including food and beverage when needed ● Book travel arrangements ● Order and coordinate gifts and bereavement support ● Assist with planning, setup and cleanup of agency events QUALIFICATIONS: ● Experience working in an administrative or office management position is a plus ● Proficiency in Microsoft Office and Google Workspace ● Outstanding organization, time management and interpersonal skills ● Resourcefulness, creativity and ability to improvise and take initiative ● Ability to lift 50 pounds ● Reside in or willingness to relocate to the Louisville, Ky., area Report to: SVP, Director of Talent Qualified individuals may submit their credentials to hrdoeanderson.com About Louisville: Our hometown since 1915 was recently dubbed “the new Austin.” We’re not sure what that means, but we’ll take it as a compliment. We like to think of Louisville as the place where Southern hospitality begins but Midwestern common sense and practicality stick around. It’s a blend of the best of both cultures. And speaking of culture, we’ve long been known for having one of the country’s most dynamic art scenes. Over the past decade, our food scene has caught up, with Louisville becoming recognized as one of the leaders in the farm-to-table movement. Oh, and did we mention bourbon? Mix in with a low cost of living and an ease of getting around. Stir well. Enjoy. About Doe-Anderson: You know the cliché about a company being “like a family?” Well, sometimes clichés become clichés because they’re true. In the case of Doe-Anderson, you would be joining an organization that’s been nurturing careers (and the people attached to them) for well over a century. We like to think it’s because you can carve your own path here, supported by management and your peers. We try hard to keep corporate politics to a minimum and self-reliance to the max. That may be why almost half our employees are shareholders in the company – and why people tend to stick around nearly three times the ad agency average. There’s something about the place that makes it hard to leave. At Doe-Anderson, we have a long history of creating work that, well, works. To do this, we strive to reflect the world we live in and speak to every day. Building belief in brands begins with believing in and celebrating one another as individual members of a diverse and inclusive team. We will never disqualify a potential team member based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, or veteran or disability status