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Administrative Assistant (called Director of Agency Happiness)

evok advertising Orlando, FL
  • Expired: 28 days ago. Applications are no longer accepted.

The Agency’s Director of Agency Happiness is the first member of staff encountered or spoken to by any visitor or caller to the agency. Therefore it is imperative that s/he embraces the spirit of evok and always strives to always present a friendly but professional appearance and manner. The agency expects this manner to extend to the expert fielding of client calls and the efficient noting of messages. S/he is our first Agency vibe. Her/his action, mannerisms etc. set the tone for the agency, external and internal. Having an award-winning smile, incredible attitude and sincerity in all actions taken for the benefit of the agency are essential traits.

Our Director of Agency Happiness has a primary role of receptionist, followed by operational management of interns, assistance with finance/accounting/billing, then ultimately human resources. An allotment of hours has been outlined below; however, fluidity is part of the job, and the desire to multitask and always be contributing is paramount.

This position reports to the Director of Operations or Lead Operations Team Member in the Agency.

(1) Administrative Assistant/Receptionist Duties – approx. 25-30 hours/week

Serves as Receptionist/Office Operations Assistant, including:

  • Covers reception desk at all times except when out of the office or on break; however, even when on break or running errands, s/he never leaves the front desk unattended, calling a fellow team member to cover the desk while s/he is away.
  • Arranges with another designated member of staff for desk/phones to be covered when receptionist is absent – first an intern, followed by an equal balance of account coordinator or social media community managers, and finally the Director of Operations. It is only when the agency is extremely short staffed that the desk should ever be left unattended, and in these rare instances, the Director of Agency Happiness should have his/her earpiece in so s/he can answer the phone, and then return to the desk from his/her task to transfer the call.
  • Answers all phone calls in a friendly but professional manner, and forwards all calls to the appropriate staff members promptly and smoothly. The Director of Agency Happiness should, over time, learn all the regular callers/clients and whom they will, most likely, desire to be transferred.
  • If appropriate personnel are absent or unavailable to take calls, our Director of Agency Happiness either forwards the call to voicemail or takes neat, legible messages, including: caller’s name, company name, phone number (and extension), best time to return call, whether call is urgent, and if possible, a brief note as to the nature of the call.
  • Assists CEO, as needed, with obtaining supplies, mail, and correspondence on his/her behalf.
  • Maintains daily opening and closing house duties in kitchen and patio area, including, but not limited to:
    • Emptying, loading and maintaining dishwasher and sink
    • Restocking coffee and all in-house refreshments
    • Open/shut umbrellas and organizes outdoor stations if needed by client or staff
    • Turn on TVs outdoors and in conference room
    • Wipe counters and organize kitchen area at end of day
  • Coordinates with operations team and account services team to purchase refreshments and meals for staff and catering for clients, within a specified budget, always striving to purchase from a client when possible.
  • Maintains a travel profile for every Agency team member to better coordinate and book all travel and transportation
  • Manages all aspects of agency on and off-property events
  • Receives all company mail and forwards to appropriate agency personnel.
  • Receives and signs for all deliveries/courier shipments, first verifying contents per shipping bill. Notifies appropriate personnel when packages/deliveries arrive.
  • Arranges all courier pickups. Prepares courier/shipping labels per instructions provided by staff members.
  • Prepares outgoing mail and correspondence on request, including processing letters, labels and envelopes.
  • Maintains reception area to ensure a professional and welcoming appearance. Includes keeping magazines up-to-date, and keeping a supply of company brochure/literature on display.
  • Greets all visitors to agency promptly and in a welcoming manner, and acts as hostess until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor). Notifies appropriate agency personnel of arrival of any such visitors.
  • Makes sure coffee/hot water/beverages are available at all times, but especially on days when visitors are expected.
  • Maintains current computer-based skills related to daily job functions; notifies director of operations/ office manager of computer hardware/software and training requirements and generates (Types/word processes) proposals, correspondence or any other documents as requested using MS Word or other equivalent software, as requested and approved by his/her supervisor.
  • Inventories office supplies (letterhead, forms etc.) and maintains an adequate supply of all materials, staying within agency budget, procuring from established vendors.
  • Office Food – Manages the purchase of all office food within an allocated budget.
  • Manages the purchase and installation of all office hardware and software within an allocated budget.
  • Authorizes service calls for repair and maintenance of office equipment, including computers, copiers, fax machines, printers, postage metering equipment etc. within an allocated budget.
  • Ensures maintenance of clean, healthy office environment for all personnel, and maintains an attractive office appearance for visitors and clients, in conjunction with a defined “opening and closing list.”
  • Communicates regularly with CEO/management team to ensure that office needs are met, and regarding revision of planned expenditures.
  • Other duties as directed by immediate supervisor, Agency CEO or by a member of the Agency Leadership Team or any senior operations team member, with the approval from his/her supervisor
  • Coordinates with Accounts team and Operations team to prepare welcome signs for current or new business clients, and new employees.
  • Circulates birthday cards and displays signage for employee birthdays and anniversaries.

(2) Intern Operations Coordinator – approx. 5 hours/week

Serves as Intern Coordinator, including:

  • Screening applications, attending Intern Pursuit days at UCF, interviews and hiring
  • Develops intern program policies and procedures and oversees the interns’ assignments outside their assigned department responsibilities, coordinating with interns’ supervisors to ensure their training and assignments needs are met and their time at evok exceeds their expectations
  • Plans outings, internal presentations and outside events
  • Assigns special projects to interns based on their aspiring career fields and interests within the agency to ensure a well-rounded and fulfilling learning experience in conjunction with their assigned agency mentor
  • Conducts exit interviews and coordinates the writing of letters of recommendation by their agency mentor, if requested
  • Other duties as directed by immediate supervisor, Agency CEO or by a member of the Agency Leadership Team or any senior operations team member, with the approval from his/her supervisor

(3) Human Resources Coordinator – approx. 5 hours/week

  • Serves as the Human Resources Coordinator, including:
    • Onboarding - Responsible for a few tasks within the new employee onboarding process:
      • New employee evok office tour, explaining the symbolism
      • Server / IT
      • Phones
      • Business cards
  • Keep handbook updated with revisions to policy as they happen
  • Keep staff updated on changes to company policy
  • Maintains updates to the evok Operations Manual in conjunction with immediate supervisor
  • Maintains job descriptions, checking their accuracy with staff and makes ongoing edits as needed
  • Maintains employee lists, including hire date, birthdays, cell phone numbers and extension lists. Distributes new list as needed.
  • Other duties as directed by immediate supervisor, Agency CEO or by a member of the Agency Leadership Team or any senior operations team member, with the approval from his/her supervisor

evok advertising

Why Work Here?

Evok is a passionate group of success-oriented individuals. Our environment cultivates innovation, creativity and most importantly, results!

Located in our Lake Mary, Florida corporate headquarters, just north of Orlando, this is a full-time salaried position with a strong benefit, PTO and ongoing education/training/support package. Evok provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, evok complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. evok advertising expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of evok’s employees to perform their job duties may result in discipline up to and including discharge. evok advertising provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, evok advertising complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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Orlando, FL
USA

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