Fiona Hutton & Associates (FHA) is looking for an administrative and operations professional to join our strategic communications and public affairs agency as an Administrative Assistant/Office Manager.
Recognized as one of the nation's top independent communications firms and a pacesetter in industry best practices, FHA specializes in reputation management, corporate communications, policy advocacy, regulatory challenges, litigation support and public outreach campaigns for a blue-chip client roster. You're not a number here or a cog in a publicly traded conglomerate wheel, you're a member of a tight knit team of independent thinkers who get to collaborate on some of California's most pressing and important issues, including health equity, climate resiliency, clean energy, technology advancements and much more.
Our work and people are unique and featured nationally. FHA consistently earns high marks in annual rankings of public relations agencies, including 6th in PR Week's list of Top 10 US Public Affairs agencies, PRSA's PRism Awards, Capitol Weekly's Top 100 Influencers and the Los Angeles Business Journal's Top Disruptors.
The Administrative Assistant/Office Manager will report directly to the Executive Assistant with a dotted line to our VP of Finance. This role will partner with our EA to ensure the efficient day-to-day operations of the agency, office management and overall team support.
COOL STUFF YOU'LL GET TO DO:
Manage complex, multi-division calendars and implement best practices.
Identify and oversee implementation of new technology to improve operational efficiencies, functionality and employee experience.
Manage IT vendor and coordinate for team member support/set up and purchase of new devices as needed.
Maintain a fully stocked, functional, safe, and enjoyable office for both employees and visitors.
Manage and organize SharePoint and adhere document quality control protocols.
Serve as the first point of contact for clients, colleagues, partners and vendors via phone, email and in-person, with the ability to screen and prioritize all incoming communications.
Liaise with building management for facility safety updates, scheduled maintenance and office closures.
Coordinate accommodations and logistics for team member travel and organize and prepare materials for both off-site and in-office meetings.
Assist EA in company team building events and activity planning (i.e., holiday parties, employee celebrations and trainings, etc.).
Identify employee professional development workshops and workplace trainings.
Organize and maintain office subscription grid, including login credentials and assess for renewal on a bi-yearly basis.
Drive positive office culture, employee satisfaction/motivation and ensure team members comply with company policies.
Ad hoc tasks, research and assist leadership team as needed.
GREAT THINGS WE'LL DO FOR YOU:
Results oriented culture that rewards success and individual achievement.
• Be clear about our mission and purpose - addressing some of California's most important challenges and elevating our people. • Ensure you're challenged and motivated. • Drive a culture that celebrates and recognizes your accomplishments and links them to the growth of the team and agency as a whole. • Provide a supportive environment that focuses on team first. • Structure monthly mentoring meetings and formalized performance evaluations with clear metrics. • Provide a transparent environment where company goals and metrics are shared.
DESIRED SKILLSETS:
3-5 years of relevant work experience in administrative/operational support or in an office management role.
Tech-savvy with knowledge/experience using new software and emerging AI tools (i.e. Microsoft's Copilot, ChatGPT, etc.)
Expert in producing and managing documents and deliverables from MS Office 365 Products, including (Outlook, Excel, PowerPoint, Word, Teams.)
Proficient using a cloud-based share drive server, such as SharePoint, Google Drive, etc.
Proven experience with complex coordination and operations for 25+ employees.
Able to maintain a high level of integrity, poise and discretion in handling confidential information.
Exceptional organizational skills and impeccable attention to detail, with the ability to be resourceful and switch gears at a moment's notice while maintaining professional composure.
Excellent written and verbal communication skills, with strong interpersonal etiquette and a team player.
Self-starter, ability to complete a high volume of tasks and projects with little or no guidance/supervision.
Proactive approach with ability to identify upcoming issues and actively plan for their resolution.
WHAT WE OFFER:
"When you package the right team with the right tools, you get results!" We want all employees to feel valued through their work/life balance and compensation. As such, we offer competitive salaries and discretionary performance bonus, medical/dental/vision, 401k, PTO, professional development and mentoring, lunch and learns, team building events and employee recognition.
FHA embraces diversity, actively pursues equity, and cultivates an inclusive environment. We are committed to offering equal employment opportunities regardless of race, ancestry, national origin, gender identity, sexual orientation, age, religion, or disability.
This full-time salaried position will be located in the company's Los Angeles office (5 days a week in office required). Salary $68,000 - $75,000 depending on experience.
Qualified candidates should submit a resume via resume@fionahuttonassoc.com