Now Hiring: Administrative Coordinator/Office Manager

Overview

At Preston Spire, we believe that Good Wins—but it doesn't win without serious organization. You’ll hold a pivotal position as our Administrative Coordinator and Office Manager, serving as the central operational hub that keeps our essential functions running smoothly so the best ideas can shine. This critical role requires an individual who can manage diverse responsibilities, maintain the highest level of confidentiality, and anticipate the needs of the office, as well as the executive team. It takes courage, originality, openness and positivity to work here. If that sounds like you, this role could be a perfect fit.

What we need from an Administrative Coordinator

• Executive Support: Provide priority support to the executive team (consisting of CEO, CCO, CMO, ECD, SVP) with events, calendar management, expenses, agency planning, and internal and external communications.
• Committee Support: Provide support to internal committee initiatives including the Culture Crew, Sustainability Committee, and party planning committees.
• Facility Oversight: Work with building management to reserve the atrium or outside deck when needed, to follow any tenant rules, to manage access, keys and parking, and to ensure our office space is maintained in optimal condition.
• Vendor Management: Work with select vendors to complete miscellaneous projects (e.g., fix chairs, clean windows, install furniture, order equipment).
• AV/Tech Support: Work with our IT manager to help with AV and general technical support.
• Travel Coordination: Arrange and manage travel logistics for agency team members and clients.
• Recruitment Administration: Administer recruitment processes, including receiving, distributing and tracking resumes from job posts, setting up initial interviews, and sending post-interview correspondence.
• New Hire Onboarding: Handle all logistics for new hires, including desk space allocation, equipment setup, parking arrangements, business cards, email/phone number creation, and coordinating a welcoming experience.
• Front Office Management: Greet and welcome clients and other guests to Preston Spire in a friendly and professional manner.
• Catering & Kitchen Management: Research and select catering options, order and set up meals and snacks for client and agency meetings, and maintain inventory and stock of the office kitchen.
• Directory & File/List Maintenance: Maintain up-to-date employee and department directories and organizational files.
• Office Presentation: Ensure the reception area and conference rooms are maintained in a clean, organized and professional condition.
• Supply Management: Oversee the ordering and inventory of all necessary office supplies.
• Awards Submissions: Support efforts to submit agency work for industry awards by gathering required information and assets.
• Security & Access Control: Provide and track security access cards for team members, manage visitor access, and ensure all doors and windows are secure at the close of business.
• Call Management: Professionally answer incoming calls and efficiently transfer calls (estimated 5 calls per day at the most).
• Safety & Environment: Help to ensure a safe environment for all employees and visitors.
• Special Projects: Independently manage unique projects throughout the year, including agency surveys, department initiatives, events, and other ad-hoc assignments.

Expectations from this role, and every team member

• Presence: This is an in-office position, which means being in our downtown office 5 days per week.
• Accountability: Take full ownership of performance and results in all areas of responsibility.
• Proactivity: Anticipate executive and office needs and address potential issues before they escalate.
• Adaptability: Demonstrate flexibility and the ability to thrive in a fast-paced environment while managing multiple priorities concurrently.
• Resourcefulness: Utilize creativity and initiative to find effective solutions to challenges and overcome obstacles.
• Positivity: Maintain an optimistic and professional demeanor.
• Professionalism: Represent the agency with integrity, high standards, and a commitment to excellence.
• Autonomy: Work independently to manage and drive projects forward, while proactively collaborating with team members to ensure alignment and successful outcomes.
• Work Style: Exhibit strong interpersonal skills, a reliable and dependable work ethic, sound judgment, and a problem-solving orientation.

What makes Preston Spire special

• Thrive Culture that attracts and unleashes the most ambitious and successful talent in the industry
• Proud 2024 & 2025 Ad Age Best Places to Work winner
• Independent agency, making decisions that are right for our people, our agency and our clients
• Employee owned, everyone leads from where they are
• Values obsessed – Our CO-OP values are Courage, Openness, Originality and Positivity
• Relentlessly curious and always working to be better
• Positive work environment where everyone assumes the best of each other
• Encourage diversity and empower all to lead and contribute
• Healthy work-life balance and a fun atmosphere

What it looks like to be a team member at Preston Spire

• This position is based in the Mill District of Minneapolis.
• Preston Spire offers flexible time off and many other competitive benefits.
• 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.

Additional details

• Title: Administrative Coordinator/Office Manager
• Department: Operations
• Reports to: Finance and HR Director
• Position: Non-exempt, full-time (minimum 40 hours/week)
• Travel Expectations: No travel required
• Billable Percentage Goal: 10%
• Salary Range: $48,000-$58,000

Are you ready to be part of a positive culture with strong values and an opportunity to further ignite your career? Submit your cover letter and resume to careers@prestonspire.com.