Administrative Manager
The Administrative Manager (also know as ZoCo’s Studio Manager) plays a multifaceted role at ZoCo overseeing the daily operations of our studio while also providing comprehensive administrative support to the CEO. We seek an individual whose compass is tuned to precision, efficiency, and flexibility, and who has a meticulous eye for detail. This key team member will champion ZoCo's mission and agenda, empowering and supporting our leadership to drive pivotal projects forward.
Our ideal candidate thrives in autonomy, possessing an innate knack for anticipating needs while championing process, organization, and communication. They thrive in juggling several projects and stakeholders, and are capable of managing various—sometimes conflicting—priorities with evolving requirements.
Professional Qualifications
- 4–6 years experience in an administrative role supporting senior leaders
- 2–4 years experience in a project management role
- Knowledge and background in creative or agency services preferred
- Adept working in Google Workspace
- Excellent written and verbal communication skills
- Excellent attention to detail and highly thorough
- Highly adaptable and flexible to changing needs of the business
- Demonstrated past success within complex and fast-paced environments with the ability to prioritize, multi-task, and manage time effectively
- Demonstrated past success with recognizing potential problems, and taking the initiative to enact viable solutions independently and creatively
- Demonstrates discretion at all times, and has demonstrated past success as a trustworthy keeper of confidential information
Responsibilities
Executive Administration (60% of your role)
- Maintains a relationship as the key support person to ZoCo’s CEO and the leadership team
- Monitors CEO’s email, escalates inbox priorities daily, drafts scheduling messages, and when applicable forwards incoming emails to internal recipients
- Manages and prioritizes leadership calendars; coordinates, schedules, and confirms meetings
- Coordinates internal meetings, agenda communication, and action-item tracking/status
- Fulfills personal assistant services for ZoCo’s CEO, as time allows and requests arise
- Supports financial processes, and serves as a liaison to accountant and bookkeeping
- Manages administrative HR processes, such as tracking vacation and sick time
- Manages recruiting initiatives, including posting new roles, tracking applicants, and scheduling interviews
- Prepares HR templates as outlined within ZoCo’s onboarding process, organizes folders, and is a second set of eyes for our Leadership team on process completion
- Manages ZoCo’s celebrations and assists the Fun Committee with planning team events, such as workiversaries, birthdays, and special occasions
Studio Management (30% of your role)
- Oversees hospitality, including greeting guests, preparing rooms for guests, and keeping our studio snazzy
- Orders supplies, manages inventory, and finds cost improvements
- Coordinates client and partner gifting
- Troubleshoots building and studio environment issues
- Manages ongoing building operations and maintenance, including annual tests and permit renewals
- Manages vendor/supplier relationships, including repairs, utilities, and maintenance needs, and is the point person for all communications
Special Projects (10% of your role)
- Executes (internal/non-client facing) special projects and strategic initiatives, for example:
- WBENC and similar annual renewals
- GSA certification
- Grant reimbursements, such as for professional development
- Interprets objectives, set milestones, prioritize tasks, timelines, and resource allocation; report status internally and be the master of the nudge
- Clearly communicates expectations, documenting all pertinent details, decisions, and responsibilities
- Investigates issues, gather details, summarizes information, and escalates when necessary
Why is this role important?
You’re a champion for our internal team and studio, and are empowered to bring chaos to order while leveraging ZoCo’s superpowers of insight and imagination. The work you’ll do will shape your career, build the legacy of our studio, and enable the health of the business you work within—all while supporting the meaningful impact we make for our clients and the people they serve.
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