Job Description

Job Description

This is a part-time, in-office role with a consistent 20-hour-per-week schedule. Weekends and overtime are not required for this role.

About You:

You’re the glue that holds everything together, the person who others look to when they need a problem solved, a process streamlined, or a smile put on their face. You have a natural talent for organization that’s matched only by your passion for creating a supportive and efficient environment.

Your friends and colleagues describe you as detail-oriented, proactive, and dependable – the person who always seems to have everything under control, no matter what’s thrown your way.

You find joy in the little things that others might overlook. Whether it’s ensuring that the office supplies are always stocked, the equipment is functioning properly, or that everyone knows exactly where to find the items they need, you understand that these details are what keep the bigger picture running smoothly. You don’t just complete tasks; you anticipate needs, think ahead, and plan for contingencies. You’re always a step ahead, making sure that issues are addressed before they even arise.

You’re passionate about employee happiness because you understand that a happy team is a productive team. You believe that when people feel valued, supported, and engaged, they’re more likely to bring their best selves to work every day. You’re the person who listens to your colleagues, takes their feedback seriously, and works to create an environment where everyone feels like they belong.

You’re not just managing the office; you’re cultivating a culture of positivity and collaboration.

Your ability to juggle multiple responsibilities with ease sets you apart. You’re a master of efficiency, able to prioritize tasks and manage your time effectively, even in a fast-paced environment. You’re adaptable and flexible, ready to shift gears when needed, and you handle challenges with grace and a positive attitude.

Communication is one of your strongest skills. Whether you’re writing an email, leading a meeting, or having a casual conversation, you know how to convey information clearly and effectively. You understand that good communication is key to a successful workplace, and you make it a priority to ensure that everyone is on the same page. You’re also empathetic, able to understand and address the concerns of your colleagues in a way that makes them feel heard and respected.

You’re not just a team member; you’re a leader. People trust your judgment and look to you for guidance because you’ve proven time and again that you can handle whatever comes your way. You’re the go-to person for problem-solving, and you take pride in helping others succeed by providing the support and resources they need.

In short, you’re the heartbeat of the office, the person who keeps everything running smoothly and makes sure that everyone is set up for success. Your combination of organizational prowess, proactive problem-solving, and strong communication skills makes you an invaluable asset to the team.

About Us: 

We are an award-winning corporate event agency based in Pasadena, California, dedicated to creating immersive experiences that connect brands with people. We serve a diverse range of industries turning visions into reality with our comprehensive event services. From brand activations and large-scale community events to corporate retreats and virtual meetings, we excel at designing and executing events that leave a lasting impact.

Our Core Values Are:

• Growth
• Wow Service
• Proactive
• Innovation
• Fun + Engagement
• Community

Job Responsibilities:

· Process Improvement: Support the Office Coordinator to continuously evaluate and improve company processes to enhance efficiency and productivity. Work to increase team productivity by identifying and reducing time-wasting activities.

· Protecting CEO Team’s Time: Help safeguard the CEO team’s ability to focus on strategic growth by documenting and implementing processes for recurring issues, ensuring problems are solved only once.

· Employee Happiness Index: Lead initiatives to enhance employee engagement and satisfaction, aiming to maintain an Employee Happiness Index score of 9+ out of 10. Regularly assess and adjust strategies to foster a positive work environment with support from the Office Coordinator. This will include managing our company culture events, an integral and fun monthly bonding opportunity for the entire team.

· Office Operations Management: Oversee the day-to-day operations of the office, including managing office supplies and ensuring all equipment is properly maintained. Minimize downtime by ensuring that all systems, tools, and software are functioning and accessible, and assisting with keeping maintaining onsite storage. 

· Recruitment and Onboarding: Assist with the onboarding process, ensuring that new hires integrate smoothly into the team and that their questions are answered in a timely manner.

· Compliance Management: Support 100% compliance with HR-related reviews and assessments.

· Vendor and Supplier Relations: Manage relationships with vendors and suppliers, negotiating contracts and maintaining inventory levels. Ensure that office services and supplies are provided on time and within budget.

· Event Support: Provide logistical support for company events and meetings, both in-office and off-site. Assist in planning and executing company-wide events, including team-building activities, company retreats, and celebrations, ensuring all details are handled professionally and efficiently.

· Personal Assistant Support: Help assist the CEO Team with requests as necessary, including shipping, booking travel, and setting up for podcasts. This will constitute a minimal, but often critical portion of the role.

· Manage Office Communications: Serve as the friendly and knowledgeable point of contact to clients and both in-office and event vendors through managing the company email and phone system. 

Ideal Candidate Qualities: 

· Highly Organized: You have a natural talent for organization and excel at keeping everything in its place. Whether it's managing office supplies, coordinating schedules, or ensuring that all processes are documented, you thrive on making sure everything runs smoothly.

· Detail-Oriented: Your attention to detail is exceptional. You spot potential issues before they become problems and ensure that all tasks are completed accurately and efficiently.

· Proactive Problem Solver: You don’t wait for problems to arise; you anticipate them and take action to prevent them. When issues do occur, you document the solutions and create processes to ensure they don’t happen again.

· Excellent Communicator: You’re skilled in both written and verbal communication. You know how to convey information clearly and effectively, whether you’re drafting an email, leading a meeting, or having a one-on-one conversation. 

· Empathetic and Supportive: You understand the importance of employee happiness and are committed to fostering a positive work environment. You listen to your colleagues, take their feedback seriously, and work to create an environment where everyone feels valued and supported. 

· Time Management Expert: You know how to prioritize tasks and manage your time effectively. You’re committed to protecting the CEO team’s time by handling day-to-day operations efficiently, allowing them to focus on strategic growth. 

· Strong Leadership Skills: Even if you don’t always think of yourself as a leader, others look to you for guidance. Your colleagues trust your judgment and rely on your calm, level-headed approach to problem-solving.

· Committed to Continuous Improvement: You’re always looking for ways to improve both yourself and the workplace. You’re open to feedback and eager to implement new strategies that enhance efficiency and productivity. 

· Tech-Savvy: You’re comfortable with technology and have experience using office management tools and software. You’re quick to learn new systems and are able to troubleshoot common tech issues that may arise.

· Dependable and Trustworthy: You are the person others rely on to get the job done, no matter what. Your colleagues know that when you’re responsible for a task, it will be completed accurately and on time.

· Team Player: You understand that success is a team effort and are always willing to lend a hand to help others succeed. You’re collaborative, supportive, and dedicated to creating a positive work environment.

Qualifications: 

· Bachelor's degree in Business Administration, Office Management, Human Resources, or a related field (preferred).

· Proven experience as an Office Coordinator or in a similar role, including practice creating organizational systems.

· Proficiency in Microsoft Office and Google Suite Administration.

· A background in HR support, ideally with an HR certification or 1 year of experience.

· Proven experience as a strategic planner. 

· Comfort with public speaking to a group of twenty.

· Highly organized and dependable with excellent attention to detail and a positive attitude.

· Office Experience - General, Scheduling, Telephone Skills, Typing, Documentation Skills, Verbal Communication, Written Communication, and Administrative Writing Skills. 

· Experience with the following programs: Monday, Dropbox, Microsoft Office, Zoom, and Canva.

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