Operations Coordinator Jobs

POOLHOUSE is a creative-driven, full-service advertising agency. We transform how companies, candidates and causes tell their story. From Google to Budweiser to Mitt Romney and Glenn Youngkin, POOLHOUSE crafts award-winning ad campaigns and builds strategies that win voters and transform brands.

With offices in Richmond, VA, and Atlanta, GA, we’re a collective group of creatives, do-ers, and strategists who are passionate about putting the creative first and building lasting campaigns for our clients.

Our job isn’t our life, but a function to pursue our passion inside and outside of the office. Bring yours.

The Role:

The Operations Manager at POOLHOUSE is a role critical to supporting the success of a fast-paced agency by enabling the company Partners to focus on evolving strategy and creative expertise into new business and continued client relationship building. This person serves as part air traffic controller, part admin, and will be the go-to person for the agency Partners in knowing what is happening when, where, and add value at every turn in making sure that client meetings and pitches are well organized and a logistical success from start to finish. No matter what is going on, this person understands and is always anticipating the Partner’s needs so they can help them masterfully prioritize and manage their days. The ideal candidate will have flexibility and foresight while maintaining confidences related to processes and operations.

Responsibilities:

• Be an integral player in making sure the company’s organizational goals are achieved and best practices are upheld
• Provide company support by continuously evaluating equipment and programs that will ensure we are running smoothly and efficiently as we prepare for meetings, pitches and visits that often come up quickly
• Prioritize all inquiries and requests that come through by phone or email and ensure that they are properly delivered to the appropriate point of contact
• Assist the operations team with special projects and events
• Manage and coordinate Co-Founder’s travel and travel related activity including booking hotel and transportation
• With a primary responsibility of supporting the agency CEO and COO, provide executive support to the agency Founders and Partners as directed to ensure that daily operations at the executive level run efficiently
• Manage, coordinate and arrange professional scheduling for Co-Founders and Partners including agendas, mail, email, calls, and in-person and virtual meetings
• Support agency Partners in ad hoc research assignments that will provide a better understanding of the background of current or prospective clients
• Support the daily operations of the office environment by making sure the office is properly equipped and ready to host clients and visitors.
• Ensure that meeting leave behinds are prepared and follow-up thank you notes and client gifts are delivered in a timely manner

Requirements

• Ability to organize and prioritize multiple tasks at once, and know when to speak up if there’s a risk of falling behind or a situation going awry
• Maintain a positive attitude and not sweat the small stuff
• Comfortability with serving as an impression of the company whether through email correspondence, over the phone, and in person
• Constantly act with a sense of professionalism and ability to keep company confidences
• Excellent verbal and written communication skills and experience with communicating to executive management
• Flexible team player willing to do what it takes to get the job done, even down to the most minute details
• Basic Accounting knowledge to assist Director
• Must be able to work full time out of our Richmond, Virginia office

Benefits

• A collaborative and creative work environment
• 12 days of PTO a year
• 100% employer covered medical for dependents
• Competitive salary based on industry standards
• 100% employer covered medical, dental and vision insurance
• Generous paid holiday schedule including Thanksgiving week and Christmas Break
• Company funding for relevant continued education and skill development
• 401k with employer match
• Parental Leave
• Monthly cell phone stipend