ABOUT THIS ROLE

VVK PR + Creative is seeking an Operations and Administrative Manager to support the execution of the firm’s internal operations. This role reports to the CEO and manages our day-to-day internal operations and administration, including responsibilities like:

• Providing wide-ranging administrative support for leadership, finance and HR, and other internal activities
• Helping our team track performance and improve workflows to maximize productivity
• Supporting special projects for the Leadership Team’s strategic priorities
• Ensuring our agency team understands, adopts, and complies with our policies, processes, and procedures
• Supporting our team’s use of project management and other software
• Managing relationships with our vendors

ABOUT YOU

You’ll be bridging two worlds: the dynamic energy of a growing creative company and our drive for more process and structure. You should thrive in a collaborative, fast-paced environment where autonomy and initiative are valued. You should also embrace the art of cultivating relationships, effectively listening and collaborating, customer-service and solutions-oriented thinking, and joy in your work. In particular, you should also have:

• Experience in the structures of a professional services firm
• Able to consistently manage multiple concurrent projects to timely and successful completion
• Able to read between the lines when interacting with busy executives (or willing to ask for clarification)
• Using AI tools in your work, and excited to learn more about how the firm can evolve its use of them
• Interested in growing your role as the firm grows

KEY RESPONSIBILITIES

Play a leading role in the following responsibilities:

Policy and Performance Management

• Monitor and manage execution of corporate policies and procedures, ensuring adoption across departments in collaboration with the firm’s leadership team
• Develop and provide regular performance reports for executive and team leadership, as well as the entire agency. Performance reporting may include:
  • Team time tracking/utilization rate reports
  • Department and client profitability reports

Executive Assistance

• Provide admin support to the CEO, particularly with external engagement including new business development and nonprofit boards engagement, as well as administrative tasks, as needed
• Manage special projects and initiatives as assigned by the CEO or leadership team, ensuring timely and successful completion
• Support other executives, as directed

Corporate Administration and Office Management

• Serve as main point-of-contact for all office vendors
• Manage day-to-day office needs and ensuring supplies are stocked
• Manage and update agency CRM
• Maintain official corporate and confidential records and documents, and renewals and compliance for agency certifications
• Manage onboarding of all newly hired team members including setting up new equipment, all appropriate software and systems, and scheduling on-boarding meetings and check-ins

Vendor and Systems Management

• Serve as main point-of-contact for all office vendors including building maintenance, office supplies, IT, software and others, as identified and ensure contracts are fiscally prudent and renewals are well-managed
• Have proficiency with all primary agency software and help manage agency members’ education, troubleshooting, and utilization on various platforms

And plays a supportive role in the following responsibilities:

Agency Meetings and Client Engagement Management

Leadership, All-Staff and Committee Meetings

• Support scheduling, agenda management, notetaking and performance tracking for leadership team, and agency department/committee meetings and retreats
• Client and team engagement events
• Support key aspects from planning to execution including scheduling, RSVP management, location scouting, catering and set-up

New Business and Client Onboarding

• Support administrative elements of new business development including managing and monitoring online bidding platforms, meeting and presentation scheduling and logistics, and prospect progress tracking
• Onboard new clients to ensure they are established operationally and financially

WE’RE LOOKING FOR SOMEONE WHO HAS:

• 5+ years of experience, with strong knowledge of professional services firms (public relations and marketing agency industry is preferred)
• Deep understanding of office and project management
• Strong and effective written and verbal communication skills
• Ability to problem-solve, project-manage and multi-task. Will take charge of a situation and act
• Ability to thrive in a flexible, open-minded, “can do” environment

We offer a competitive and comprehensive benefits package designed to support your health, well-being, and professional growth.

• Health Insurance: 75% contribution to medical, dental, and vision plans with significant employer contributions
• Disability Protection: Company-paid short- and long-term disability insurance.
• Paid Time Off: Generous PTO, 11 paid holidays, and additional office closure days at during year-end holidays.
• Leave Options: Paid sick leave, bereavement leave, and parental leav.
• Retirement Savings: Optional 401(k) enrollment.
• Additional Perks: Monthly cell phone stipend, quarterly profit-sharing, and a professional development allowance after one year.

TO APPLY

Please submit a resume to Peter Van Dyke, CEO, at peter@vvkagency.com.