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Administrative Coordinator

Careers | April 7, 2022 | 3 min read

At Preston Spire, we make brands positively matter by creating experiences so meaningful they are welcome in people’s lives. To help us on our Good Wins mission, we are looking for an ambitious administrative coordinator who has only scratched the surface of their potential. We will offer growth opportunities by working on Good Brands in a variety of growth categories, from health and wellness to financial services. And opportunities to bring value to an integrated, collaborative team of Good People who have fun and respect each other’s contributions. A team of fanatics on a common mission to help grow Preston Spire and our clients, and to grow personally. We do so by following our agency’s CO-OP values:

Courage: Champion smart risk
Originality: Choreograph our own dance
Openness: Welcome diverse ideas
Positivity: Inspire more great

We are committed to creating an inclusive employee experience for all. Regardless of race, gender, religion, sexual orientation, age, or disability, we firmly believe that our work is at its best when everyone feels free to be their most authentic self.

This role is based in Minneapolis and will require a 5-day in-office presence. Everyone at Preston Spire is vaccinated. Some employees are currently working a hybrid schedule of Monday, Wednesday and Thursday in office with Tuesday and Friday remote. We are following all CDC and Minnesota Department of Health guidelines when it comes to COVID safety.

The administrative coordinator position plays a very important role at Preston Spire. It is the nerve center of the agency, the Jack/Jill-of-all-trades, from front desk reception to travel agent, catering manager to office manager, accounting to human resources support.

Responsibilities:
Face of the agency – Welcome clients, guests and visitors to Preston Spire in a friendly and professional manner.

Mail person – Coordinate outbound and inbound mail and deliveries.

Supplies keeper – Keep the supply rooms stocked and organized.

Zoom phone guru – Answer incoming calls positively and master the art of transferring calls.

List and file master – Maintain employee/department directories.

Building management partner – Work with building manager and cleaning staff to ensure all spaces are utilized, secure and clean.

Accounting supporter – Help the accounting team to set up, enter invoices and process payments. Match media vendor invoices to insertion orders. Coordinate schedules for monthly billing meetings.

IT supporter – Assist with tech set up in meetings.

Recruiting administrator – Receive, distribute and track resumes through job posts, set up initial interviews, send thank you letters.

New hire buddy – Handle logistics for all new hires, including desk space, equipment, parking, business cards, email/phone number, and welcome them with chalk drawing, desk gifts, etc.

Creative culinary wizard – Search out interesting food options, order and set up meals and snacks for client and agency meetings stock kitchen with goodies.

Travel agent – Help agency team members get to where we need to go.

Security manager – Provide and track security cards for team members, provide access to visitors, make sure all doors are secure by close of business. Help to ensure we have a safe environment for employees and visitors.

Special projects – Handle the many unique projects that pop up throughout the year, including agency surveys, department projects, events and more.

Skills and work style:
Sense of humor, plays well with others, problem solver, conversationalist, flexible (not the yoga kind), reliable, dependable and trustworthy.

Google Suite, Microsoft Office Suite and other computer skills.

Attention to detail and multi-tasker.

Sounds like you? Please submit to careers@prestonspire.com a resume and cover letter letting us know why you think this position is the perfect fit for you.