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Office Manager/Executive Assistant

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Administrative Support & General Services
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Jumpstart Digital Marketing, Inc
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1804295 Requisition #
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We’re Hearst Autos and we are a digital media / ad tech company changing the way consumers shop for cars online. Hearst Autos is composed of online consumer brands Car and Driver, Road & Track, Jumpstart Automotive Media, and Veretech Holdings.

 

We are looking for an Office Manager / Executive Assistant for our San Francisco headquarters. The is a hybrid role that will include supporting our San Francisco office as well as our COO.  This position requires initiative, organizational skills, integrity, and the ability to work independently. A positive attitude, excellent interpersonal skills and ability to collaborate effectively with a broad range of individuals, groups, and clients are a must. The right hire will proactively participate in the multitasking and changing environment to meet the demands of the office.

 

The Role

Office Support and Facilities

  • Manage reception, main phone line and serve as the main point of contact for greeting clients/individuals to the office
  • Manage facilities as the point of contact for building management and all building related duties such as maintaining our emergency plan and key card systems
  • Maintain all conference rooms and coordinate the scheduling and set up for ongoing and upcoming meetings including required catering
  • Effectively manage office budget and vendors (office supplies, copiers, kitchen,) including maintaining costs, changing vendors to best meet the needs of the office
  • Order and maintain adequate office supplies and inventory for San Francisco office as well as several other locations
  • Implement locally all policies and procedures as required by management
  • Manage company event planning and work closely with appropriate teams as needed
  • Work closely with HR on employee engagement and internal events and recognition programs
  • Assist with special project and presentations as needed

Executive support

  • Arrange and coordinate travel and expenses for COO
  • Coordinate calendars, set up meetings and meeting spaces, including arrival of clients and guests
  • Upkeep contacts database
  • Manage projects and special requests
  • Coordinate events that COO and any other executives are required to attend including all necessary credentials and information to attend

 

Requirements

  • BA or BS in Communications or related field
  • 2-5 years of administrative or office management support
  • Experience in fast paced environment and ability to multi-task is a must
  • Self-motivation is a must. Has the independence initiative, and desire to achieve and is highly productive with minimal guidance or supervision
  • Proficient in MS Office: Outlook, Excel, Word and PowerPoint and basic office software (Google Apps)
  • Vendor agreement and management experience a big plus
  • Executive support experience a plus
  • Ability to maintain confidentiality with strong sense of urgency and follow through
  • Positive team player with proactive attitude

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About Hearst Autos

We are the only full-service consultative resource for connecting automotive marketers with consumers from inspiration to purchase.

Hearst Autos brings together the enthusiast credibility of Car and Driver and Road & Track, the performance-driven scale of Jumpstart’s exclusive portfolio of 12 in-market sites, and the far-reaching consumer connectivity of Hearst’s 22 industry-leading brands.

By taking a consumer-centric approach, we offer manufacturers and dealers custom solutions rooted in extensive shopper data, editorial perspective, and powerful storytelling from our creative shop, the blend line.

Annie Thai: Campaign Operations Manager - Annie is the gatekeeper for all things campaign management. On a typical day, she identifies and resolves pain points with her Campaign Management Team, works with her team to strategically optimize and deliver according to client needs, and interfaces with the Account Management and Sales Teams. Her first major project in her new role was the integration of the Canadian Campaign Management Team into Jumpstart Automotive Media's robust infrastructure.