Office Manager - Civic Media Inc

ABOUT OUR COMPANY

Civic Media has built a state-wide radio and digital media network in Wisconsin with the goal of championing the practice of democracy by empowering honest and informative local voices. We’re merging the legacy of radio with the immediacy of digital to deliver high-quality content to a growing audience via our 20 radio stations, websites, mobile app and associated social media platforms. We work in a fast-paced environment that values communication, integrity, vision, innovation and collaboration in order to fulfill our vision of being the media platform that informs, guides, and inspires our audience through the complex landscape of information, commentary, and civic engagement.

SUMMARY

The Office Manager organizes and coordinates administration duties and office procedures. This role will create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.

RESPONSIBILITIES

•Schedule meetings and appointments

•Organize the office layout and order stationery and equipment

•Maintain the office condition and arrange necessary repairs

•Organize office operations and procedures

•Coordinate with IT department on all office equipment

•Manage contract and price negotiations with office vendors, service providers and office lease

•Manage office G&A budget, ensure accurate and timely reporting

•Provide general support to visitors

•Assist in the onboarding process for new hires

•Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

•Liaise with facility management vendors, including cleaning, catering and security services

•Plan in-house or off-site activities, like parties, celebrations and conferences

•Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office machines are in order.

•Arrange birthday recognition and celebrations

•Management and payment of music licensing agreements

•Assist senior management with various tasks as needed to ensure the business runs smoothly and efficiently.

•Prepare and send updated sales numbers for all our key sales regions and update boards, excel sheets, and physical binders.

•Assist with managing calendars for sales initiatives such as weather, live broadcasts and news

•Prepare meeting agendas as needed Assist in selecting and sending client gifts

•Assist with Neofill site prep and occasional social media posts

•Schedule internal meetings with key team members to support major sales initiatives

•*The company reserves the right to add or change duties at any time.

SKILLS, KNOWLEDGE & EXPERIENCES

•Proficient with Microsoft Office, including Word, Excel, PowerPoint

•Proficient with Google Suite including Gmail, Drive, Docs, Sheets, Forms

•Familiarity with email scheduling tools, like Email Scheduler and Boomerang

•Photoshop knowledge a plus

•Strong organizational and planning skills in a fast-paced environment

•Attention to detail and problem-solving skills

•Strong writing, proofreading, and verbal communication skills

•A creative mind with an ability to suggest improvements

•Excellent web and technology skills and comfortable troubleshooting tech issues

•Comfortable learning new technical/computer skills

JOB REQUIREMENTS

• High School degree, Associate's degree in office management preferred
• A minimum one year of administrative experience
• Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant desired, but not required

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Civic Media is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We do not discriminate on the basis of race, color, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

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