Office Manager

Job Description

Job Description

Larkin Hoffman Public Affairs (LHPA) is seeking to add an Office Manager to oversee the day-to-day administrative operations of the office and serve as a key resource and trusted advisor for staff and leadership. This position is responsible for coordinating office operations, providing executive-level administrative support to the Managing Director, supporting employees, and serving as a liaison with Larkin Hoffman administrative teams regarding facilities, accounting, human resources, information technology, marketing, and other operational functions. This position will be located in St. Paul, Minnesota but will also provide administrative support for the Washington D.C. office and help coordinate administrative activities across locations as needed.

This is a year-round, benefits eligible position with an anticipated seasonal work schedule of 40-hours per week from September - May and 20-hours per week from June - August. Actual hours may vary based on business needs and organizational priorities. Occasional flexibility to work additional hours for special events, legislative activities, or operational needs 

Candidates should have a bachelor's degree in business administration or a related field and 4+ years of progressively responsible experience in office administration, operations, executive administrative support, or a related field. Candidates must be proficient in Microsoft Office and demonstrate excellent skills in organization, writing, verbal communication, attention to detail, and client service.
We are motivated to attract and retain talented and diverse professionals into our growing company and are committed to training and professional development of our employees. Working at Larkin Hoffman Public Affairs has the benefit of being in a prime location in downtown St. Paul with easy access to the State Capitol.

Essential Duties and Responsibilities:

Office Administration & Operations

• Oversee the day-to-day administrative operations of the office, ensuring efficient administrative processes, a professional work environment, and effective organizational support.
• Coordinate office administration, including facilities, equipment, supplies, office technology, hospitality services, workspace maintenance, and relationships with vendors, building management, and other service providers.
• Serve as the primary liaison with Larkin Hoffman administrative departments, including Human Resources, Accounting, Information Technology, Facilities, Marketing, Hospitality, Records, and other shared administrative functions to coordinate operational needs and ensure effective support.

• Serve as a liaison between leadership, employees, Larkin Hoffman administrative departments, and external service providers to facilitate communication and resolve operational issues.
• Ensure compliance with organizational policies and procedures, as well as applicable federal, state, and local employment, workplace, campaign finance, and administrative requirements.

Executive & Administrative Support

• Provide high-level executive and administrative support to the Managing Director, including calendar management, scheduling, meeting coordination, travel arrangements, preparation of correspondence, reports, presentations, agendas, and other executive communications.
• Anticipate leadership needs, exercise sound judgment, and serve as a trusted administrative resource by proactively coordinating priorities, resolving operational issues, and ensuring timely follow-through on assignments.
• Schedule staff meetings, prepare agendas, assemble supporting materials, record meeting action items as appropriate, and coordinate meeting logistics.
• Prepare, edit, proofread, format, and finalize correspondence, reports, proposals, Requests for Proposals (RFPs), presentations, and other business documents while ensuring accuracy, consistency, and adherence to organizational standards.

• Maintain office records, administrative files, client contact lists, subscriptions, and other administrative resources.

Financial & Administrative Coordination

• Coordinate with the Larkin Hoffman Accounting team on routine financial transactions, expense reporting, reimbursements, invoice processing, and other reporting requirements.
• Monitor timekeeping and billing deadlines to promote timely compliance.
• Assist with campaign finance reporting and other required regulatory filings, ensuring deadlines are met and supporting documentation is maintained.

Client Service & Events

• Welcome clients, visitors, legislators, and other guests, ensuring a professional and positive experience.
• Coordinate client meetings, catering, hospitality services, and meeting logistics.
• Plan and coordinate office events, including the annual office retreat, end-of-session celebration, staff meetings, employee recognition events, and other internal and client-facing functions.

Education and/or Experience:

• Bachelor's degree in Business Administration, Public Administration, Human Resources, Communications, Political Science, or a related field.
• Minimum of four years of progressively responsible experience in office administration, operations, executive administrative support, or a related field.
• Equivalent combinations of education and relevant work experience will be considered.
• Preference given to candidates with an bachelor’s degree or higher and prior experience in a political, legislative, government relations, or public affairs setting.

Computer Skills:

• Required: Proficiency in Microsoft Word, including Track Changes, templates, document editing, and formatting; Microsoft Excel; and Microsoft Outlook (email and calendar).
• Preferred: Experience with iTimeKeep/3E time entry and Microsoft PowerPoint.
  
  
  

Job Type:  Full-Time (Non-Exempt)

Hours: Anticipated schedule of 40 hours per week from September through May and 20 hours per week from June through August. Actual hours may vary based on business needs and organizational priorities. Occasional flexibility to work additional hours for special events, legislative activities, or operational needs.

Benefits:

• 401(k) / Profit Sharing Plan 
• Health insurance
• Employee assistance program
• Employee discount
• HSA/FSA
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Dental & Vision insurance (available at employee cost)

Physical Demands:
The physical demands described below are representative of those required to perform the essential functions of this position. This role is primarily performed in an office environment and may require the employee to:​​​​​​​​​​​

• Remain stationary for extended periods while working at a computer, reviewing records, attending meetings, and performing administrative and records management responsibilities.
• Operate a computer, keyboard, telephone, scanner, and other standard office equipment for prolonged periods.
• Move throughout the office to attend meetings, assist colleagues, coordinate events, access files, set up meeting rooms, and perform operational duties.
• Travel locally to attend meetings, events, vendor appointments, or organizational functions.

Compensation:
The starting compensation range for this position is between $29 and $34/hour and represents the firm’s good faith and reasonable estimate of the starting compensation at the time of posting. Actual compensation will depend on several factors, including but not limited to, the candidate’s years of experience, qualifications, and skill set.

Search Firms: 
All search firm contacts regarding available candidates, either in writing or by telephone, must be made through the Firm’s Director of Administration & Talent, Nora Klaphake. No search firm representatives shall contact any Larkin Hoffman attorney or employee without express written authorization from the Director of Administration & Talent. If you would like to submit a candidate for this position or any other position, please send a blind submission summarizing the candidate’s experience omitting the candidate’s name, current employer, or any other identifying information to Nora Klaphake at View email address on us.fitly.work.

Powered by JazzHR

X78b7P89Ol