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Office Manager

Apply Job ID 22785 Date posted Jul. 01, 2022 Location New York, New York Full Time / Part Time Full time (FT)

Quad/Graphics

Employees at Quad thrive at the intersection of thinking, making and marketing. As we continue to take the bold steps necessary to transform our offering, our goal is to provide our clients with the most powerful integrated marketing platform. We’re all partners in our company, committed to do the right thing, trusting the process, innovating for the future, growing the business, believing in each other, and having a little fun along the way.

The Office Manager ideal candidate will have proven experience supporting a senior leader.  This position requires him/her to have exceptional travel planning, calendar management, organizational skills as well as a professional demeanor.  They need to be proactive, have meticulous attention to detail and execution of all responsibilities, and be highly proactive/forward planning.  The Office Manager will report directly to the CMO.

Responsibilities

  • Managing the Chief Marketing Officer’s calendar, including making appointments and prioritizing the most sensitive matters. Acting as the "gatekeeper" to decide which scheduled events or meetings are most appropriate for the allocation of the executive's time
  • Coordinate travel logistics and meeting logistics 
  • Primary point of contact for coordinating high-profile meetings teams, event/meeting planning, catering, room prep, etc.
  • Filter and prioritize client visits or phone calls and communicate on behalf of the executive they support
  • Responsible for administrative tasks for the NY office, i.e. arranging meetings, coordinating facility matters, etc.
  • Organize and prepare for meetings, including gathering documents and attending to the logistics of meetings
  • Perform other duties from time to time to meet the changing needs of the office
  • Prepare, reconcile, and submit expense reports
  • Maintain confidential and sensitive information
  • Thrives in a fast-paced environment
  • Resourceful, can-do attitude
  • A team player capable of cultivating productive working relationships across the company
  • Comfortable interacting with high-level executives
  • Energetic and eager to tackle new projects and ideas

Qualifications

  • 6+ years of relevant work experience (i.e. executive assistant experience in corporate marketing or advertising agency)
  • Able to think strategically and communicate effectively with colleagues, stakeholders, clients, and vendors
  • Excellent organizational, communication, negotiation, and multitasking skills
  • Ability to remain calm under pressure without losing a customer-service-oriented attitude
  • Skilled in project management
  • Available to work outside of regular office hours during scheduled events and to travel when necessary
  • Proficient in Microsoft Office and project management tools
  • Outstanding time-management and organizational skills
  • Ability to manage and prioritize multiple projects and work assignments simultaneously without compromising quality
  • Ability to work independently, with a wide range of people, and as part of a team
  • Excellent attention to detail
  • Creative problem-solving and decision-making skills; excellent judgment
  • Strong troubleshooting skills
  • Hybrid position

#LI-RH1

Additional Company Information  
We offer excellent benefits to eligible employees, including 401(k), holidays, vacations, and more. 

Quad is proud to be an equal opportunity employer and values diversity. We are committed to creating a place of belonging — a space where employees do not need to sacrifice who they are to exist and grow in our workplace. Quad does not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orientation, age, marital status, veteran status, genetic information, or any other basis prohibited by applicable federal, state, or local laws.  Quad also prohibits harassment of applicants and employees based on any of these protected categories.

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