Administrative Assistant / Receptionist, People (HR) & Operations Department

Are you super organized? Always looking to make things more efficient? Of course you do, so why not make a career out of it at PHG? As PHG’s Administrative Assistant / Receptionist, under the direction of HR leadership, you will be responsible for administrative support to the People (HR) & Operations department. You’ll champion a people-focused, solutions-oriented approach that will allow PHG to run smoothly. You will also be responsible for directing and coordinating office services and related activities, including managing PHG’s Syracuse & Rochester Offices. This role will report directly to the Director of People & Operations.

We’re looking for a passionate and organized coordinator who can:

• Provide General Office Support
  • Greet all guests who come to our Syracuse office, including clients and candidates, providing necessary assistance
  • Answer main phone line and direct calls to appropriate team members
  • Manage office supplies, including snacks, catering, and other refreshments for our awesome kitchens, meetings and events
  • Screen and sort incoming mail, faxes and deliveries, routing to appropriate team members; coordinate outbound mail and packages
  • Coordinate travel arrangements for our team members (flights, hotels, lunch/dinner reservations)
  • Plan and coordinate company-wide events (ex: company holiday party); liaison with social committee
  • Liaison and act as main point of contact with our outsourced IT Managed Service Provider
  • Conduct research and make recommendations on office solutions that will improve the overall environment; make suggestions on how to make our office even better
  • Manage PHG’s safety planning and emergency preparedness
• Provide Facilities Support
  • Liaison with our building management vendors for maintenance issues and general updates (i.e. HVAC, security, maintenance and cleaning vendors for Syracuse and Property Management for Rochester offices)
• Provide General Support to the Partners (3)
  • Administrative assistance (travel arrangements, company vehicles, reservations, cell phones)
• Provide support to the People Team
  • Assist with onboarding and offboarding of new hires (i.e. Welcome Emails, I-9/E-Verify paperwork, IT setup, building access, and ensuring all data is accurate and up-to-date in Rippling (HRIS))
  • Assist with rewards & recognition programs
  • Assist with managing HR and compliance paperwork
  • Assist in develop Standard Operating Procedures for the Office and People Team
• Provide support to the Finance Team
  • Expense reporting
• Other ad-hoc projects as assigned

ABOUT YOU

You have some experience! 1 years of related experience in office management/administrative support (internships are great too)! Ideally, you have a Bachelor’s Degree (preferred, but not required).

You're friendly!  You are ready to provide the best customer service to our employees, visitors and clients!

You're detail oriented!  You are passionate about getting it right, the first time! You have excellent written and verbal communication skills.

You are self-motivated! You enjoy multitasking effectively.

You're trustworthy! You have strong ethical behavior and can be trusted with sensitive and confidential information! 

You love evolving!  You thrive in a fast paced, collaborative and team focused environment!

You enjoy working in an office environment! Due to the nature of the work, this position requires you to work in the office 5 days a week (not eligible for hybrid work).

WHY WE'RE HIRING?

The short answer? We're looking to keep a good thing going. An independently owned full-service marketing agency, Pinckney Hugo Group has grown consistently over the past 20 or so years.

We've created bigger and better work, added to our capabilities and expanded to serve a wider range of regional, national and international clients. It's all happened because we've been able to bring in incredibly talented and dedicated people to help build something special. And because we don't plan on slowing down anytime soon, we're posting career opportunities like this one.

WHY PHG?

For starters, you'll have the chance to work on some of the biggest brands and most exciting projects in the world — all from right here in Upstate New York, and in some cases, from the comfort of your home.

You'll be challenged, but you'll never be on your own. What we offer takes a full team. And we're just that — a team. A group of complementary talents that, when unleashed together, can do anything we set our minds to.

Some of our comprehensive and competitive benefits include:

• Generous PTO policy, including flex time
• Paid parental leave 
• Medical, vision, dental benefits
• Resources for savings and investments such as our 401(k) plan with company match
• Company-sponsored events and swag
• Dog friendly work environment
• Opportunities to learn, develop, network, and connect 

Base Salary Range: $43k-$53k

OUR HIRING PHILOSOPHY

At Pinckney Hugo Group, we believe that diversity improves our agency and helps us to better serve our clients by offering different views, perspectives and experiences. We are committed to creating a diverse environment and team, and aspire to better reflect the brands and people we serve. We strongly encourage people of color, members of the LGBTQAI community, people with disabilities and other underrepresented groups to apply to join our team. No matter who you are, you'll find opportunity here. We'll empower you to work on amazing brands with incredible teams, all while giving you the space you need to make this time whatever you want it to be. Apply today and explore all the ways you can grow with us. You'll be glad you did — and we will too.

We'd like to know more about you and why you're interested in PHG. Please be sure to include a cover letter with your resume submission.