Administrative Coordinator

D Magazine Partners is seeking a self-motivated and organized individual to serve as our Front Desk Administrator , which operates at the hub of our fast-paced, creative company. This person must be cooperative, agreeable, and a sympathetic listener who gets along with others and enjoys being helpful to them. A customer service, people-oriented focus is of utmost importance with internal teams, while understanding how to prioritize within the demands of the front desk duties outlined below You will be the first person that every staff member and guest sees upon entering our office, and you should reflect our brand values of excellence, competence, and friendliness.

This person will also be responsible for the scheduling and calendar management for key executives. This is a unique opportunity to build relationships and interact with members of the leadership team and management. The right person for this role will be detail oriented, forward-thinker, and (ideally) obsessed with their calendars. You should be unafraid to asks questions and always trying to anticipate what’s next. Clear and professional writing skills are a must, as a large part of the scheduling duties require email communication with community leaders, clients, and executives.

D Magazine Partners is an independently, family-owned media company that was founded in 1974. We publish D Magazine , D CEO , D Home, D Weddings , daily content and experiences across dmagazine.com, social, and 50 events a year. The company also includes People Newspapers and D Custom, a custom content and strategy company. This position will interact with all departments and brands, and there’s truly no better place to learn!

Responsibilities:

• Open and close the office Monday – Friday while completing opening and closing duties; serve as main greeter and liaison for guest’s needs.
• Manage company executive’s calendars (avg 10 hrs a week)
• Maintain the upkeep and cleanliness of the lobby/kitchen/conference areas
• Ensure conference rooms are kept clean and organized
• Keep track of grocery and supply lists for the Office Manager

• Ensure all phone calls to D’s main line are handled swiftly and professionally
• Distributes mail daily, especially checks and invoices to the accounting department

• Manage conference room calendars and assist with company-wide scheduling needs
• Maintain company intranet as requested
• Print shipping labels for all package mailings

• Report general maintenance requests to landlord and ensure completion
• Assist with event set-up, execution, and strike (physical tasks) for office events (perhaps 1-2 a quarter)

Qualifications:

• Thrives in a multi-tasking environment
• Extremely organized and detail-oriented
• Previous admin experience, preferably scheduling for executives in Microsoft Outlook
• Excellent communication skills (written and verbal)
• On-the-fly flexibility
• Outstanding customer service and interpersonal skills
• Team player
• Prior office administrative experience is a plus

Requirements

• Experience in an administrative, assistant, or receptionist position
• Bachelor’s degree recommended but not required
• Proficient with Microsoft Outlook, Excel, & Word

• Must have reliable form of transportation

Work/Life

• D Magazine benefits include medical, dental insurance, disability, and retirement savings.
• 19 days off when our office is closed for holidays and just to take a break, in addition to vacation and personal time opportunities.
• Complimentary and convenient downtown parking, even on weekends.
• D Magazine Partners offers flexible PTO, that you can take for sick days or vacation in coordination with your manager to ensure coverage.

To apply, submit a resume and cover letter to resumes@dmagazine.com.