Office Manager

Job Summary:

Tiny Mighty Communications is a Corporate and Marketing Communications agency helping businesses grow by engaging those who matter most. We’re a small, but dynamic team accountable for delivering big results for our clients. We love what we do and have fun while we do it. And most importantly, we are building a culture where our team members thrive and grow, both professionally and personally. If you love creating order, energizing teams, and helping offices run like clockwork, this role is for you.

The Office Manager is a cross-functional role that supports the entire Tiny Mighty team while ensuring our office runs smoothly, efficiently, and positively. Beyond traditional administrative duties, this role involves executive support, operational planning, team engagement, and light bookkeeping. You’ll help shape the daily experience of our people and clients, working closely with the Director of Operations and CEO. This is a full-time, in-office position based in Brentwood, TN.

Roles and Responsibilities:

Office Management:

1. Serves as primary Tiny Mighty contact for greeting office guests and visitors; responsible for ensuring staff and guests have a positive, productive experience in the Tiny Mighty office (ensuring meeting rooms are prepped, supplies are on hand, meals and catering are organized, etc.).

2. Provides clerical support to assist office staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.

3. Maintains inventory of office supplies; orders new supplies as needed including snacks and meals, cleaning products, paper, pens, and other office essentials.

4. Maintains the cleanliness and organization of the office including the kitchen and restroom.

5. Maintains office files; implements an efficient system for other staff to access files and records.

6. Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.

7. Resets the office at the end of each day, ensuring that all spaces have been tided and prepped for the following day.

8. Support the team and Director of Operations in maintaining project management system (Function Point).

9. Schedule and manage Teams meetings, recordings, and transcriptions.

10. Plan and execute Tiny Mighty team events, meetings, and celebrations.

Bookkeeping and Light Accounting:

11. Coordinates with external bookkeeper to process invoices and team expense reports.

12. Manage Executive Team receipts and expense reports.

13. Maintain and track vendor and service agreements.

14. Support the Director of Operations in ensuring financial documentation and reports are accurate and timely. (No tax or journal entry responsibilities.)

Information Technology Maintenance:

15. Serve as the liaison with our external IT partner for Microsoft 365 / Teams licenses, SharePoint access, and software renewals for company and external partners and subcontractors.

16. Maintain password documentation and ensure digital security compliance.

17. Manage hardware/software inventories and coordinate with vendors for renewals and updates.

Executive Assistance and Administration:

18. Manage and optimize the Leadership Team’s calendars to ensure alignment with strategic priorities and key meetings/events.

19. Performs contact database clean-up and outreach coordination.

20. Manages and maintains subcontractor, client, and project files (electronic and physical cabinets).

21. Assist with scheduling, travel, and confidential communications.

22. Support executive communications, meeting preparation, and follow-ups.

Skills and Competencies:

Leadership:

• Demonstrates personal accountability and ability to take initiative without always being directed.
• Highly organized, proactive, and adaptable to shifting priorities and evolving business needs.
• Operates with honesty, transparency and high integrity.
• Demonstrates an ability to prioritize and multi-task in a dynamic, creative and fast-paced environment.
• Detail-oriented and determined to succeed.
• Relentless learner seeking to maximize experiences.
• Exhibits curiosity and willingness to learn/ask questions.
• Positive attitude with a proactive approach.

Practitioner:

• Service mentality.
• Excellent communication, organizational and writing skills.
• Basic knowledge of social media and web platforms including Instagram, Twitter, Facebook, LinkedIn, Reddit, Wikipedia, etc.

Requirements and Qualifications:

• 3-5 years of previous experience as an Office Manager, Executive Assistant/Admin or related role.
• Ability to work collaboratively, take initiative, set priorities and contribute to a team.
• Good writing and proofreading skills.
• Client ready presentation skills and the ability to communicate effectively at all levels.
• Must be at least 18 years of age.
• Must be able to work outside normal business hours as needed to meet client deadlines, or to attend meetings/events.
• Must have reliable transportation for office errands, deliveries and supply shopping as needed.
• Applicants for full-time or contract employment in the U.S. must possess work authorization, which does not require sponsorship by Tiny Mighty Communications for a visa.
• Proficiency in Microsoft Office, Mailchimp, Quick Books, and other relevant software.
• Experience with Function Point (project mgmt.), MailChimp (email/CRM), MuckRack (media programs), Canva (graphics), Adobe (document mgmt.) or similar software solutions is preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person