76 Words needs an awesome AA / Op Manager

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co...@76words.com

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Jan 5, 2018, 9:57:04 AM1/5/18
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JOB DESCRIPTION

Administrative Assistant/Operations Manager

76 Words

Washington, DC

REPLY TO 76j...@76words.com 
TITLE / SUBJECT: ADMIN

 

SUMMARY OF POSITION

76 Words is a progressive political strategy and media firm based in Washington, DC. We are looking for a dynamic, detail-oriented administrative assistant to help manage projects, coordinate the day-to-day operations of the office, and generally help keep the trains running as we go about the business of beating the bad guys in a presidential election year. With the addition of new principals, a January office move, and a robust client roster, we will need someone who can ensure that the staff has what they need to execute their work, the office is organized and maintained, and the clients are happy. This is all in the service of progressive candidates, organizations and causes -- if you are this person, we want to hear from you.

Applicants of color are especially encouraged to apply.

 

KEY DUTIES AND RESPONSIBILITIES:

Office Management

  • Maintain and organize office, including creating systems of organization, manage office utilities, and organize online files and archives
  • Recruit, hire, and manage interns
  • Coordinate cleaning services
  • Do part in implementing a healthy and safe office environment  
  • Set up and maintain email system and office internet
  • Serve as main contact with the landlord for all but legal issues
  • Answer phone and door, and handle mail
  • Keep office space clean, neat and tidy
  • Keep refrigerator stocked through weekly grocery trips
  • Keep general office materials stocked

 

Executive/Personal Assistant

  • Act as an executive assistant to five chief principles of the organization
  • Personal Appointment scheduling
  • Serves as a liaison to the five chief principals to all nationwide clients, vendors, legal team, human resources and various contacts
  • Point of contact for senior leadership team for special projects
  • Any other miscellaneous personal tasks as requested

 

Administrative Assistant

  • Work with Amanda Bowen to allocate and bill all expenses
  • Process and deposit checks
  • Assist principals by monitoring and triaging incoming email, scheduling meetings, and Help plan company meetings & retreat
  • Manage Google drive, Google sheets, box.com and Vimeo accounts

 

Client Management

  • Scheduling appointments with clients
  • Find old/archived projects for clients when requested
  • Proofreading documents (emails, proposals, ads, other creative materials)
  • Gather news clips for current clients

 

Pre/Post Production Management

  • Coordinate video shoots, including creating shoot schedules and budgets, coding expenses, booking studio time, and managing the post-production process
  • Create shoot schedules
  • Book crew travel
  • Serve as production assistant for shoots based in Washington, DC
  • Handle union shoot paperwork
  • Schedule voice-over talent when necessary
  • Handle the shipping process to get ads to stations
  • Get talent paid on time
  • Attend shoots and assist with additional tasks as required, including but not limited to: ordering lunch, parking, set up and breakdown of equipment.

 

Marketing

  • Keep company’s master marketing documents
  • Keep company’s master marketing prospects lists
  • Maintain and update marketing documents
  • Research candidates, ballot initiatives, current electoral races, past advertisements

 

  • Handle office gifts around the holidays

SUCCESSFUL CANDIDATE WILL BE…

  • Independent, self-starter
  • Organized
  • Motivated
  • Experienced in developed systems for tracking large volume of work with great detail
  • Flexible
  • Open to collaboration, can work in a team, both as active participant as well as secondary help
  • Comfortable and confident in a role with high movement visibility
  • Able to discern when to step up and step back
  • Committed/dedicated to advancing progressive causes and candidates
  • Be able to work on short deadlines, able to perform under fast-paced high-pressure environments
  • Committed to building a strong and positive workplace culture and willing to do the hard work to maintain it

 

Related Skills and Knowledge

Knowledge of and interest in American political systems required

Prior video production or editing skills a plus, but not necessary

 

Travel

Travel required as needed or requested

 

 

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