Associate Administrative Director

ZoCo is looking for a process-oriented Associate Administrative Director with meticulous attention to detail and strong project management skills. This person will be committed to the mission and agenda of ZoCo, enabling our leadership to be more productive, efficient, and effective by moving key projects forward and providing executive administration.

Our ideal candidate can work independently, has a keen ability to anticipate needs, and is committed to efficiency. They can juggle several projects while being capable of managing various—sometimes conflicting—priorities with constantly evolving requirements. This team member must be comfortable quarterbacking internal initiatives and deadlines, bringing order to chaos, and balancing business needs. We place a high value on relationships and culture, and our new teammate will need to excel as a ZoCo ambassador.

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 G-Suite
  • Excellent written and verbal communication skills 
  • Excellent attention to detail and highly thorough
  • Demonstrated past success within complex and fast-paced environment with the ability to prioritize, multi-task, and manage time effectively
  • Demonstrated past success with recognizing potential problems, and taking 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

Personal Qualifications

  • You prefer to be the “person-behind-the-person” who isn’t in the limelight, but instead, is motivated by helping ZoCo and its team look like superstars
  • You are driven, articulate, and confident to work independently
  • You are a self-starter, who can advance initiatives without significant guidance; you are comfortable taking action without the full plan
  • You can quickly glean information, anticipate needs, evaluate priorities, and provide meaningful insights
  • You shift gears quickly and are unflappable when direction changes
  • You’ve been described by past colleagues as a mind-reader, and as consistently reliable for getting things done
  • You see yourself as a selfless team player
  • You have excellent writing, proofreading skills and a very thorough attention to detail
  • You are process-oriented, and never let anything slip through the cracks
  • You are always ready and able to roll up your sleeves and insert yourself in areas you can add value
  • You care deeply about the success of both ZoCo and your teammates

Job Responsibilities

Executive Administration:

  • Maintain a relationship as the key support person to ZoCo’s Principal and the leadership team
  • Manage and prioritize leadership calendars; coordinate, schedule, and confirm meetings
  • Regularly update reports, such as documenting new business data
  • Coordinate staff meetings, agenda communication, and action-item tracking/status
  • Fulfill personal assistant services for ZoCo’s Principal, as time allows and requests arise

Project Management:

  • Execute (internal/non-client facing) special projects and strategic initiatives
  • Interpret objectives, set milestones, prioritize tasks, timelines, and resource allocation; report status internally and be the master of the nudge
  • Clearly communicate expectations, documenting all pertinent details, decisions, and responsibilities
  • Investigate issues, gather details, summarize information, and escalate when necessary

Office Management:

  • Oversee office hospitality, including: greeting guests, managing phones, preparing rooms for client presentations, and keeping our office snazzy
  • Manage vendor/supplier relationships, including repairs, utilities, and maintenance needs, and be the point person for all communications
  • Troubleshoot building/office environment issues
  • Order supplies, manage inventory, and find cost improvements
  • Coordinate client/partner gifting

Financial Coordination:

  • Support financial processes, and serve as a liaison to accountant and bookkeeping
  • Coordinate weekly deposits

Culture:

  • Support personnel processes, and serve as a liaison to HR consultant
  • Manage HR processes such as tracking vacation and sick time
  • Manage recruiting initiatives, including posting new roles, tracking applicants, and scheduling interviews
  • Coordinate new-hire onboarding and scheduling
  • Prepare HR templates as outlined within ZoCo’s onboarding process, organize folders, and be a second set of eyes for our Managing Director on process completion
  • Manage ZoCo’s celebrations and assist the Fun Committee with planning team events, such as workiversaries, birthdays, and special occasions

Think you can hang? We’d love to hear from you. Share your information with us at: [email protected]

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