Our Opportunity
GPJ is hiring an Executive Assistant/Office Manager to join our growing team! This role is hybrid, requiring you to report on-site to one of the following office locations a minimum of 4 days/week: Delray Beach FL.
Your Role
The Executive Assistant/Office Manager provides comprehensive administrative support to senior executives, including managing complex calendars, scheduling meetings, and coordinating travel. They act as a gatekeeper, handling communications and sensitive information with discretion.
Additionally, they organize meetings and events, manage project timelines, and assist cross-functional teams to ensure deadlines are met. The role also involves being a liaison between executives and internal/external stakeholders, maintaining smooth communication, and managing internal updates.
Office management responsibilities include overseeing various front office operations, including staffing and managing the reception area, handling mail and greeting guests. Ensuring the smooth operation of the facilities including liaising with the building management, IT team and supplies inventory and ordering. Coordinating and directing office services and related activities. Arrange logistics and make preparations for meetings occurring in the office.
You will also support about 20% of your time as an AI Agent Office Manager Acting as the crucial bridge between daily operations and the wider IT department, you will help design, test, and refine an AI solution to handle routine administrative tasks. You will document feedback and help establish the operational playbook for rolling out this AI model across all Project agencies globally.
Your Skills
Exhibit professional and discrete behavior and demeanor
Able to juggle tasks with calm demeanor
General administrative support for senior executives including; Booking travel, arranging meetings, project managing small company meetings, adhoc special projects and processing expense reports within approved agency databases
Ensure work environment is suitable for employees – present a clean, organized office, including cleanliness of conference rooms and common social areas.
Front Desk Receptionist
Proactive participant in Office Culture
Purchase or Lease relevant office equipment
Assist with IT on workstation set up and networking
General facility maintenance (temperature control, lights, etc.). Submit appropriate work order requests to Landlord for all building facility issues, including any after-hours HVAC requests.
Ensure Certificate of Insurances are current and up-to-date for all Freight / Shipping Companies used for pick up and deliveries.
Handle security and safety concerns - prepare and maintain emergency evacuation process; maintain log of building access cards/key fobs issued to and returned from staff, responsible for annual fire extinguisher certification.
Inventory and office supply management
Your Competencies
Communication - Express yourself clearly in person, writing, presenting and maintaining your internal GPJ stakeholders in addition to upholding a positive image for GPJ externally.
Prioritization / Organization - Properly allocate time and resources so that jobs are completed within a defined timeframe; establishing a reasonable timeline for completion when no concrete date is given and clearly communicate that to the parties involved.
Thoroughness - Ensure your work (and if applicable, the work of others) is complete and accurate. Carefully prepare for meetings and presentations. Follow up to ensure agreements / commitments are on track or have been fulfilled.
Your Experience
Experience & Education
High School Diploma/equivalent
5+ years of previous office administrative experience, preferably in an agency environment
Proficient typing and writing skills
Demonstrated ability to manage and organize multiple projects
Mastery of Word, PowerPoint and/or Keynote and Excel
Your Impact
In your role, you will have influence and responsibility over Executive communications, travel and planning.
Salary Range: $60k - $75k
Salary is dependent on a variety of factors including (but not limited to) experience, skills, and location.
Who We Are
GPJ is the world leader in experiential marketing. Our 29 global offices are filled with fearless people dreaming up ideas that are transforming industries and bringing the most respected brands to life in powerfully, exciting ways. We are a part of the Project Worldwide family. An independent, employee-owned global network of complementary, wholly owned agencies.
You read that “employee-owned” part, right? You heard us correctly. You work hard, she works hard, we all work hard… we all succeed and reap the rewards. We have an Employee Stock Ownership Plan (ESOP) – providing our employees with an ownership interest. We thought you would want to know that. In fact, there is a lot more you would want to know about us, like our FTO policy (no more “accruing” time off), our employer matching 401(k) plan (no vesting period), our “low employee contribution” healthcare option. But we are getting ahead of ourselves here, let’s talk about this exciting opportunity first and we can fill you in on our perks & benefits later.
GPJ is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, citizenship, disability, protected veteran status, or any other protected class. In addition to federal law requirements, GPJ complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. GPJ expressly prohibits any form of workplace harassment based on any protected class.
