Office & Executive Administrator

CAREER OPPORTUNITY

Office & Executive Administrator

O2 Digital Creative Agency | Hopewell, Pennsylvania

- Status: Full-Time, Salaried (Exempt)

- Compensation: $46,000–$56,000 per year

- Schedule: Hybrid – 3 days in office (M/T/W) and WFH on Th/F

- Hours: 8:00 AM – 5:00 PM or 8:30 AM – 5:30 PM (1-hour lunch)

- Location: 99 Buss Road, Suite 200, Hopewell, PA 15001

ABOUT O2DCA

O2 Digital Creative Agency has been thriving as a Software and Marketing Agency in Pittsburgh since 2010. We create a variety of web-based solutions for our clients, from simple brochure sites, to e-commerce sites, mobile apps, and custom business management software platforms. We are professional, people-centric, and dedicated to providing a new and unique experience for our clients, through the use of innovative technology and the latest industry standards.

JOB OVERVIEW

We are seeking a highly organized, proactive Office & Executive Administrator to be the operational glue of O2DCA. You will serve as the primary host for our physical office space, provide essential executive support to our CEO, and manage the logistics that keep our team moving fast.

You will own team travel, trade show logistics, software subscriptions, internal file organization, company event planning, and internal communications. If you are a natural organizer who loves solving small daily puzzles before they become friction for the team, you will thrive here.

KEY RESPONSIBILITIES

- Front Desk & Office Stewardship (Mon–Wed): Greet clients and partners, answer incoming general agency calls, manage physical mail/deliveries, and oversee facility vendors (cleaning staff, maintenance).

- Executive & Travel Support: Manage the CEO's calendar, prioritize daily commitments, and book complex team travel (flights, hotels, rental cars) for client site visits and company events.

- Logistics & Trade Shows: Serve as the central point of contact for O2DCA conference and trade show logistics, coordinating registrations, booth materials, agendas, and equipment setup.

- Internal File & Asset Organization: Serve as the librarian for O2DCA's internal administrative documents. Build and maintain a clean, logical folder structure on our shared drives for HR policies, expense forms, SOPs, and company assets like the O2DCA Brand Guide, logo files, and typography standards.

- Internal Communications & Culture: Maintain the master OOO and vacation calendar. Distribute a weekly Friday agency digest summarizing company announcements, upcoming PTO, and key events for the following week. Organize internal team events, lunches, and celebrations.

- Software & Subscriptions Management: Act as the single source of truth for all agency software licenses, plugin subscriptions, and vendor referral programs, ensuring renewals are tracked and optimized.

- Administrative Support: Participate in cultural "vibe check" interviews for new hires to ensure strong team alignment and assist with new employee onboarding procedures.

- Light Financial & Expense Liaison: Manage team expense reports (corporate cards, client lunches, travel receipts). Serve as a light operational liaison for our external accounting team to resolve simple invoice queries or receipt tracking.

WHO YOU ARE

- The Executive Wrangler: You aren't afraid to "manage up." You have the backbone, adaptability, and confidence to firmly (but professionally) wrangle the CEO's calendar and protect his time.

- A Confident Communicator: You are warm and hospitable, yet highly direct. You are just as comfortable greeting high-profile clients as you are telling an executive, "No, you cannot take that meeting, you need to leave for your flight."

- Comfortable with a Blank Slate: You don't need a perfectly manicured playbook handed to you; you thrive on helping write the playbook and bringing order to the chaos.

- Obsessively Organized: You are deeply organized and can bring structure to scattered files, subscriptions, and team schedules. You care deeply about the details, the data, and the final product.

- A Resourceful Driver: You have a "figure-it-out" mindset with a bias toward action—no task is too small if it keeps O2DCA running efficiently. You take personal responsibility for assigned work, follow through, and raise concerns before they become delivery problems.

- A Culture Catalyst: You show up positive, engaged, and ready to contribute to a dynamic team. You work smoothly across departments and do not allow incomplete or unvetted work to reach a client.

BENEFITS

- Hybrid Environment: A mix of regular in-person collaboration in Hopewell and work-from-home days based on the final role schedule.

- Technology: O2DCA provides the computing equipment needed for the role.

- Health & Dental: Generous percentage employer-paid medical and dental plan offerings.

- Retirement: O2DCA provides a 2% non-elective contribution after 1 year; no employee match is required.

- Time Off: 3 weeks of Paid Time Off (PTO) and 12 paid holidays.