The Office & Operations Specialist keeps the agency running smoothly day-to-day. This role manages office operations, facilities tasks, staff and client support, and core administrative processes. The position also provides light executive support focused on email management, scheduling, and general coordination. The ideal candidate is proactive, organized, and comfortable juggling hands-on tasks with behind-the-scenes operational work. This is a new role supporting our growing Operations team.
This is a hybrid position, with our office being in downtown Minneapolis. Hybrid employees at Collective Measures are asked to be in-office on Tuesdays and Thursdays. This role may require a third in-office day, which can be flexible during the week.
_RESPONSIBILITIES
Office Operations & Facilities Management
- Lead daily office functionality to ensure a clean, organized, welcoming, and well-stocked environment.
- Manage supply ordering, kitchen upkeep, dishwashers, fridge restocking, coffee equipment, counters, and general cleanliness.
- Coordinate mail, courier needs, deliveries, and parking validations.
- Oversee printers, phones and voicemail, music systems, and small facility maintenance needs.
- Manage FST work orders, safety tasks, and other routine facility workflows.
- Schedule and support client meetings, including room setup, hospitality, and follow-through.
- Coordinate occasional office upkeep initiatives or special projects.
- Coordinate agency travel as needed.
Office Culture, Events & Employee Support
- Plan and execute staff events and office gatherings.
- Assist with onboarding and offboarding tasks, ensuring a positive and consistent employee experience.
Operational Administration
- Track and process expense items.
- Support time tracking and reimbursement administrative tasks.
- Prepare documents, help organize information and maintain operational workflows.
- Provide support during owner or leadership meetings by helping with prep, materials, and logistics.
Executive Assistant Support
- Help manage the executive’s email by organizing, prioritizing, flagging urgent items, and drafting responses.
- Oversee calendar management, scheduling, and meeting coordination.
- Track timecard entries and ensure accuracy.
- Process and reconcile expense reports and assist with receipts and budget documentation.
- Run occasional errands or support with small personal or professional tasks.
- Anticipate needs and proactively streamline administrative components of the executive’s work.
_QUALIFICATIONS
- Experience in office management, operations, facilities coordination, or similar administrative roles.
- Strong organizational skills and attention to detail.
- Comfort managing a wide range of tasks, from hands-on office work to administrative coordination.
- Excellent communication skills and professionalism.
- Ability to anticipate needs, solve problems, and keep operations running smoothly.
_PAY TRANSPARENCY + EXCELLENT EMPLOYEE BENEFITS
The details of our job offers are determined by relevant experience and knowledge related to the position. The starting hourly rate range for this position is $30.00 to $36.00, in addition to discretionary bonuses, and access to our excellent employee benefits, including:
- Participation in the Employee Stock Ownership Plan
- Comprehensive health insurance plan options, including 100% paid plan
- Employee dental, life and disability coverage, 100% paid
- Participation in 401(K) Plan with generous employer match
- Generous paid parental leave
- Generous PTO policy, including 11 paid holidays per year
- Employee wellness stipend + home office stipend
- Commuter stipend (for hybrid employees)
_ ABOUT COLLECTIVE MEASURES
We are 100% employee-owned, so we have good reason to create a place people want to work. We value curiosity and integrity. We hire people who are authentic, experts at their craft, and genuinely passionate about digital. We have an open-door policy. Positive work-life balance is a top priority. And we consistently carve out time for all-company field trips to build the Collective Measures community.
Collective Measures does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, age, parental status, military service, or other non-merit factors.
Studies have shown that women and people of color may be less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job. We would encourage you to apply for a job at Collective Measures even if you don’t meet every one of our qualifications listed.
What We Do
Collective Measures specializes in providing strategy + planning, integrated paid media (including paid search, paid social, and display), Amazon advertising, traditional media, social media, search engine optimization, content strategy, email strategy, conversion optimization, and marketing analytics.
