About the job
Reports To: Executive Director
Direct Reports: none
This is an on-site position with no remote work option
Join the award-winning team at Monadnock Media! As a leading multimedia design and production firm, we create innovative, immersive experiences for museums and cultural institutions. We’re seeking a proactive and organized Office Manager/Executive Assistant (OM/EA) to keep our operations running smoothly and support our Executive Director. This is an on-site role, located at our creative studio, where you’ll manage office functions, oversee HR processes, administer benefits, handle facilities operations, and support bookkeeping.
Key Responsibilities and Tasks:
Administrative Office/Building Management and Client Services
Manage all building maintenance and improvement projects as needed.
Coordinate all executive and job-related travel arrangements, including booking flights, hotels, car rentals, and managing expense tracking, ensuring compliance with company travel policies.
Support the management, research, and decision-making for the purchase and upgrade of internal technical systems and data storage platforms, including Slack, Google Suite, and Adobe Creative Suite. Collaborate with Monadnock IT professionals for onboarding and integration.
Maintain administrative office operations, including managing phones, mail, shipping, purchasing, and coordinating trash and recycling services.
Maintain common areas of the building, including the kitchen, bathrooms, lobby areas, and office plants.
Maintain and purchase all office equipment and supplies.
Coordinate, schedule, and participate in management meetings; assist with decision-making related to general business, process and procedures, and administration topics.
Team Support and Operations
Regularly update and maintain the Monadnock Employee Handbook, ensuring all employees are informed of new or revised policies, procedures, and norms. Partner with external resources for the annual review and update of the employee handbook.
Administer the bi-weekly payroll process using Anuko and Paychex, including managing employee timesheet submissions and coordinating payroll reports with the external bookkeeping service.
Maintains and updates all personnel files including W-2 information, performance reviews, I-9s, employee census information, and corrective counseling documentation.
Oversees employee benefits administration including employee enrollment process, PTO tracking and processing, and annual negotiations with benefit providers.
Collaborate with managers and the Executive Director to design and maintain all job descriptions.
Post and monitor job listings, review and forward resumes to hiring managers, and manage the interview process, including scheduling, question development, and follow-ups. Circulate candidate information with interview notes and manage subsequent steps.
Draft and administer offer letters in partnership with the Executive Director.
Coordinate and manage all aspects of new employee onboarding, including processing new hire paperwork, explaining benefits and facilities, and setting up access to Monadnock’s productivity systems and employee handbook.
Administer new employee 90-day reviews and annual performance reviews in partnership with the Executive Director and other managers.
Manage the internship programs, including recruitment, onboarding, and coordination with managers
Serve as the primary point of contact for employees regarding HR-related questions, disputes, assistance concerns, and complaints.
Administers all Covid or other health/facility emergency protocols.
Plan and coordinate employee appreciation events, including birthday celebrations and other company gatherings.
Bookkeeping Responsibilities
Make monthly inter-account transfers with ED approval and direction and keep ED apprised of the status of investment and banking account levels.
Prepare and process payroll in coordination with the payroll vendor on a bi-weekly basis.
Handle accounts payable and bill payments weekly by identifying authorized expenses for each check run, seeking approval from the Executive Director, and printing checks for signature.
Make bank deposits and upload all supporting documentation to a shared drive on a weekly basis.
Obtain approval, code, and scan all expense invoices, including credit card statements, to a shared drive - ongoing.
Manage employee expense and travel reimbursement forms, updating relevant General Ledger (G/L) account codes- ongoing.
Handle quarterly employee billing for personal charges on company cell phones or credit cards.
In conjunction with outsourced accounting vendor, annually process all state and federal forms related to 501 C 3 status and other forms, including but not limited to the HIRD report; SAM registration renewal; State Non-Profit Annual report; Form 720- PCORI fee (FSA).
Manage all client billing activities, including travel-related reimbursable costs and licensing costs on a monthly basis.
Manage and maintain all client contracts and service agreements as needed.
Oversee and maintain all subcontractor agreements.
Oversees and Manages Building Maintenance, Tenancy and Business Insurance
Manage and administer all documentation and certificates related to Monadnock building tenants including leases, certificates of insurance, etc.
Responds to and manages all tenant communications including but not limited to lease negotiations, repairs, maintenance and billing. Manage tenant collections.
Manages and coordinates all building maintenance vendors/contracts, including landscaping, plowing/ice removal, HVAC, electrical and plumbing, pest/animal control, and general handyman services.
Maintain, manage and renew all business and RE insurance policies in partnership with brokers.
