Office Manager & Executive Assistant

We are a global digital agency comprised of strategists, creatives, media experts, data scientists, and engineers driven by one common purpose — accelerate business growth through marketing and digital transformation. Named a top 3% Google Premier Partner and recognized by Inc. 5000 and Adweek’s 75 Fastest Growing Companies, we’re constantly looking for “A” players to join our team.

The rapid growth is attributed to our strongest asset — our people. Our teams are highly collaborative and work closely with each client to set clear goals and objectives so that we can deliver exceptional results. Mindgruve is a place where every opinion is valued. Not only will you be empowered to contribute ideas, but you will also play a key role in the execution and driving success for brands across a variety of industries. Sound fun? Perfect — you’ll fit right in.

The Office Manager & Executive Assistant is the heartbeat of our Denver office, making sure everything runs smoothly, stays organized, and feels welcoming. From keeping the day-to-day in-office operations on track, to providing high-level executive support to the President and Chief Commerce Officer, this role is all about balancing professionalism with a positive, can-do spirit.

We’re looking for someone who loves details, thrives in a fast-paced environment, and communicates with confidence. The ideal candidate is not only a trusted partner to leadership but also the go-to connection point for employees, vendors, and clients. And since our office is dog-friendly, a love of four-legged coworkers is definitely a plus!

If you’re energized by problem-solving, multitasking, and creating an office vibe where people (and pups) enjoy working — you’ll feel right at home here.

What You'Ll Do Here:

Office Management (60%)

• Serve as the first point of contact, professionally and warmly welcoming all clients, vendors, and employees.
• Maintain office cleanliness and organization, ensuring supplies (kitchen and office) are well-stocked at all times and displayed in a tidy manner, and office equipment is in good working order.
• Oversee all daily office operations, including opening/closing routines, compliance with health and safety standards, and enforcement of security protocols.
• Daily process and/or distribute incoming mail and packages to appropriate individuals.
• Prepare conference rooms for client meetings, team events, and employee gatherings.
• Manage all local meeting logistics for leadership and clients as applicable (i.e. meals, hotels, ground transportation, airfare, reservations, etc.)
• Coordinate travel logistics for employees and leadership as required.
• Support team members with administrative, accounting, and operational requests.
• Partner with Accounting to manage bill payments, process reimbursements, and resolve discrepancies.
• Decorate the office with seasonally appropriate and tasteful decor.
• Assist HR with coordinating office events, celebrations, happy hour, holiday parties, and volunteer activities, serving as the office ambassador and culture champion.
• Partner with HR and IT to support new hire onboarding (equipment, workspace setup, new hire documents, onboarding and administrative assistance), and offboarding (collecting equipment, coordinating logistics).
• Handle ad-hoc requests from executives and staff with professionalism and discretion.
• Order gifts for staff and clients, including milestones, birthdays, awards, as applicable.
• Act as the main point of contact for all office administrative needs.

Operations And Facilities Management (25%)

• Coordinate building maintenance, interior office signage, workstation furniture & security with applicable third-party vendors.
• Manage inventory of office janitorial supplies and orders as applicable.
• Maintain and manage vendor relationships (i.e. janitorial, shredding, coffee/water, shipping, office machinery, etc.)
• Triage service issues and on call 24/7 for all emergencies (i.e. HVAC, plumbing, backflow system, lighting, alarm system, etc.) and contacts vendors as applicable.  
• Oversee facility systems and ensure properties are functioning optimally. 
• Manage office key inventory and management of key fobs.
• Conduct regular inspection of the building interior to address issues and remedies as necessary.
• Partner with property management to resolve infrastructure and building concerns (wi-fi, HVAC, pests, etc.).

Executive Administration (15%)

• Support the President’s and Chief Commerce Officer with scheduling meetings, making travel arrangements and ensuring logistics are coordinated and attendees are confirmed
• Help coordinate monthly billing with the Commerce & Media Teams.
• Manages all travel domestic and international (including flights, hotels, car rentals and restaurant reservations) to ensure efficiency; plan travel itineraries so that it does not conflict with internal resources.
• On call for President & Chief Commerce and Media Officer to assist with requests as needed
• Demonstrates unrelenting focus on understanding and anticipating the stated and unstated needs of the executive management team.
• Runs errands, shopping, buys lunches, and researches miscellaneous items as needed

We Need A Person With:

• Associates Degree in Business, Accounting or related field preferred
• 4+ years of general office management experience
• 2+ years experience supporting an executive 
• Exceptional customer service skills
• Highly organized and detail oriented, with the ability to handle multiple simultaneously
• Excellent communication skills, including verbal and written
• Professional demeanor with the ability to interface with poise and confidence with leadership and clients 
• Ability to ensure confidentiality with business matters and employee privacy 
• Well-versed in Microsoft and Mac applications (Word, Excel, PowerPoint, etc.)
• Understanding of video meeting platforms (e.g., Zoom, Teams)
• Working knowledge of all standard office equipment

Compensation:

• $24 - $28 per hour  

Compensation will be commensurate with experience. Additionally, for eligible full-time employees, we offer a competitive benefits package including medical insurance, dental insurance, and vision insurance; a flexible spending account; voluntary life and accident plans; and a 401(k) retirement plan with matching. Our headquarters is based in San Diego, California, with additional offices in Covington, Kentucky, Denver, Colorado, Nashville, Tennessee and Charleston, South Carolina. We're seeking local candidates (or those open to relocation) who are able to work collaboratively with us in one of our office's; however, based on business needs and unique job functions, some roles may be eligible for remote work. (Bonus points if you’re bilingual in Spanish and/or Portuguese.)

Mindgruve is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.