Office Assistant

Job Description

Job Description

Who are we?

J/PR is a global communications firm specializing in public relations, content creation, and social media. We work with some of the best hotels, resorts and lifestyle brands in the world, including Relais & Chateaux, Vail Resorts Hospitality and Hilton Luxury Brands to name a few. You can see our current client list here. Being a part of this international powerhouse agency will connect you to a roster of distinguished hotels, resorts, restaurants, real estate projects, and destinations across the globe, elevating your career (and your frequent flier status). We tell compelling original stories to connect brands to their target audiences. We’re passionate, professional, and purpose-driven. We're dedicated to our work, the agency, our clients, and each other.

Forbes said “These are the Women Dictating Where You’re Traveling,” and Inc. Magazine featured J/PR in an article titled, “How Two Millennial-ish Women Built a PR Powerhouse.” This is in addition to numerous awards like PR News Best Places to Work, New York Observer PR Power 5 for five years in a row, The PR Net 100, Forbes Five Star Agency, PR Couture Spotlight Agency of the Year, and Crain’s Best Places to Work (to name a few). 

At J/PR, we’re incredibly intentional about our company culture, and we whole-heartedly believe in a work-life blend, where you'll be empowered to continue learning and growing through travel, mentorship, training and retreats, along with a connected company culture.

Who are you?

A hungry and humble organizational enthusiast, you find fulfillment in coordinating people and making sure things run smoothly. You are highly adaptable and can confidently navigate in a room of big personalities, high level executives, and business partners in the luxury market. You are flexible with changing plans and think on your feet, able to decisively and creatively find solutions when obstacles crop up. No task is too big or too small, whether that’s prepping for an all-agency Lunch and Learn or running a personal errand out of the office. You’re energized by the long-term opportunity to be the right-hand support for J/PR’s founding partner while gaining a bird’s eye view of what office management and entrepreneurship actually look like.

If this sounds like you, then please read on!

The Role

The Office Assistant assists J/PR’s founding partner with both professional and personal tasks, while also assisting the Executive Assistant and business operations team with day-to-day office management. This position is responsible for overall office coordination under supervision of the Executive Assistant who reports directly to JPR’s founding partner. The Office Assistant provides hands-on assistance in keeping office spaces organized, booking meetings and appointments, assisting with set up/tear down of office events, answering phone calls, and completing personal tasks and errands as needed. This position requires someone who is personable, reliable, adaptable, and organized. The ideal candidate can handle confidential information and enjoys supporting business operations teams.

This is a part-time role in our San Diego office in the heart of Banker’s Hill. The ideal candidate will be available to work in-office Monday through Thursday from 9 am to 2 pm PST.

Duties and Responsibilities 

Office Coordination:

• Books office meetings, maintains the office and set-up/cleans up after in-office hosting and meetings
• Coordinates with Executive Assistant for day-to-day maintenance of the office
• Maintains the professional appearance of the office through diligent organization and resource management
• Ensures the efficient operation of all office equipment by performing minor service duties, and arranges for routine and necessary maintenance as needed
• Ensures all preparation for office-wide events is confirmed and executed
• Administrative support in scheduling, office tasks, personal errands, travel plans, etc. for the executive team and founding partner, managed by the operations team and executive assistant.
• Maintains the office supply inventory and orders additional supplies
• Supports business operations, HR and Tech in coordination with the west coast offices

Assist the Founding Partner with the following:

• Personal tasks & errands for founding partner
• Booking personal appointments for founding partner 
• Ordering gifts/personal items and coordinating returns when needed
• Screening calls & messages
• Performs other related personal duties for founding partner as assigned

Assist the EA/Operations Team with the following:

• Schedules appointments and meetings as necessary
• Administrative support on new business/business development tasks as directed
• Organizing events both for the agency and for the agency’s founding partner
• Booking appointments 
• Setting up & coordinating meetings 

Experience

• Comparable experience required (front desk assistant/coordinator, office manager, PA, EA experience)
• Business-related studies or interest in entrepreneurship, business operations, or office management a plus

Requirements

• Must be available for on-site work Monday through Thursday 9 am - 2 pm PST
• Occasional availability to work outside of office hours and on weekends
• Must have a car for off-site errands
• Computer skills, including Word, PowerPoint, Excel in Microsoft Windows
• Excellent oral and written communication skills
• Excellent interpersonal and organizational skills
• Proactive – must be able to identify and resolve problems in a timely manner
• Presentation skills
• Close attention to detail and an eye for aesthetics
• Self-starter

Benefits

J/PR offers a competitive benefits package, including:

• Competitive hourly pay: $20-21 per hour, commensurate with experience
• Mileage reimbursement for work-related errands
• Monthly Cell Phone Stipend
• Birthday PTO
• Accrued PTO
• Paid wellness (sick) time
• Paid holidays

Applicants for employment must possess work authorization for the country in which they are applying, which does not require sponsorship by the employer for a visa.

EQUAL EMPLOYMENT OPPORTUNITY
J Public Relations (J/PR) and 20Two Studio (Studio) strongly support equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.

HIRING PRACTICES
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

J/PR and Studio recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. J/PR and Studio may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, Internet recruiting, job fairs, college recruiting, and search firms.

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