hi5.agency is a full service creative agency that takes a social-first approach to owning the moment. An ego-free and inclusive environment that offers award winning services across Strategy, Social, Creative and Production. We take the work seriously, not ourselves. The Office Manager and Executive Assistant to the founder is a unique administrative position that not only supports our Creative, Strategy, Production and Social teams but also works directly with our Founder and reports to the Sr. Director of Production.

This is an "in-person position" for our Pasadena headquarters from 9am-6pm PST. While our extended team is primarily remote, this role is required to be on-site Monday through Friday each week.

Office Administrative Tasks:

Welcoming guests/clients and team members with positive and upbeat attitude
Ad Hoc Tasks related to office management. Project or Office Errands, etc.
Field unscheduled tasks and project support needs from Producers and team leads
Be open and ready to assist Creative (VO, modeling, capture, etc.)
Mail, Courier, Shipping management
Stock media & supporting asset acquisition for Creative team members (photos, videos, plug-ins, etc.)
Coordinate with AV team for on-site media and asset management and drive delivery
General in-office IT Support (i.e. Machine restarts, Hard Drive connection & disconnection)
General in-office administrative duties (ie. facilities needs, on-site employee or client requests)
Organize hi5.agency’s digital company calendar and coordinate with People Experience to log and track any FTO or sick outages across the team
Agency event planning and execution (birthdays, team off-sites, group outings, client dinners, etc.)
Look for opportunities to simplify processes and find efficiencies
Coordinate and manage schedule/calendar for Founder, ensuring meetings are clear and confirmed
Booking and coordination of travel for Founder and extended agency team
Water all plants weekly and maintain cleaning crew accuracy and QA
Coordinate Cyc stage shoot booking needs for hi5.agency with Conscious Minds point of contact

People Experience Support:

Assist the New Hire Onboarding process
Includes FTE staff and freelancer or contractors booked on a per-project basis
Includes all paperwork & onboarding related to freelancers for processing via Wrapbook and Paylocity
Assist with onboarding and offboarding process for freelancers
Includes facilitation of finance details and paperwork for invoice processing
Sets up and tracks confirmed booking time on company time tracking platform to align with invoices received via finance team
Manage all FTE employee time off calendar request
Sort & send all mail related to State, Compliance and related to HPE or Finance
Manage timesheets & Harvest reports for HPE and Finance to coordinate with payroll for freelancers
Various people experience administrative tasks given by the Head of People Experience (I.e. background checks, profile set-ups, communication with employees, reports)
Maintains high standards of confidentiality of all associate information
Assist with developing people engagement opportunities

Creative Resource Management:

Collaborate with Creative Leads to understand and fill freelance requests, confirm the needs with assigned Producer(s), clarifying approval with with a specified resourcing approval group & finance before booking
Source outside freelance talent on a regular basis including static designers, art directors, motion designers, editors, copywriters and more, through research and relationship building
Ensure Freelance Creative Resource spreadsheet is current with contact information, rates and links to portfolios and reels for all potential freelance talent
Assist Creative management in ensuring the creative team is properly staffed with full time resources and help inform potential full-time hires
Lead the onboarding of all freelance hires as per People Experience section above
Deftly manage daily resource sheet while staying aware of and identifying any upcoming gaps or overages in resource needs and time
Keep things moving under pressure and on tight deadlines while remaining organized, attentive to detail, flexible and diplomatic; understanding that client needs arise during off hours and may need to be addressed
Develop a keen understanding of the skill set/strengths/weaknesses of each resource to help advise on proper placements
Gather ongoing feedback from Creative Leads about new and existing freelancers and keep updated in freelance sheet
Overcommunicate status/confirmation of receipt of resourcing requests from creative leads
Recommend and develop updated or new processes to streamline resource bookings

This does not encompass all task and responsibilities that might be assigned or given on a weekly basis

Culture:

Always be punctual and effectively manage your time while communicating proactively
Honor our commitment to maintain a diverse and inclusive environment embracing different voices, experiences and perspectives
Be kind and respectful endlessly
Turn up responsibly

Executive Assistant:

Travel; flight, hotel and accommodations booking and management
Reservations, Appointment and meeting scheduling and reminders where needed
Manage and process expenses via Fyle platform
Various tasks and support needs for personal and agency client related ventures

Qualifications, Skills, and Experience:

3+ yrs of experience in Office Management, Executive Assistant and Resourcing experience
The ability to excel in a fast paced and deadline-focused environment that is driven to produce world class results
Strong communication and interpersonal skills
Currently in the possession of an ego-free personality that can work with a highly motivated team to get shit done
Proficiency in Google docs, Google Calendar, Slack, Basecamp, (Wrapbook is a plus) and various digital platforms
Willing to work off hours and weekends as needed (limited occasions)
Entertainment or Ad agency experience preferred but not mandatory

hi5.agency jobs

Office & Creative Resource Manger