Office Manager

Larkin Hoffman•Saint Paul, MN

1d•$29 - $34•Hybrid

About The Position

Larkin Hoffman Public Affairs (LHPA) is seeking to add an Office Manager to oversee the day-to-day administrative operations of the office and serve as a key resource and trusted advisor for staff and leadership. This position is responsible for coordinating office operations, providing executive-level administrative support to the Managing Director, supporting employees, and serving as a liaison with Larkin Hoffman administrative teams regarding facilities, accounting, human resources, information technology, marketing, and other operational functions. This position will be located in St. Paul, Minnesota but will also provide administrative support for the Washington D.C. office and help coordinate administrative activities across locations as needed. This is a year-round, benefits eligible position with an anticipated seasonal work schedule of 40-hours per week from September - May and 20-hours per week from June - August. Actual hours may vary based on business needs and organizational priorities. Occasional flexibility to work additional hours for special events, legislative activities, or operational needs.

Requirements

Bachelor's degree in Business Administration, Public Administration, Human Resources, Communications, Political Science, or a related field.
Minimum of four years of progressively responsible experience in office administration, operations, executive administrative support, or a related field.
Equivalent combinations of education and relevant work experience will be considered.
Proficiency in Microsoft Word, including Track Changes, templates, document editing, and formatting; Microsoft Excel; and Microsoft Outlook (email and calendar).

Nice To Haves

Prior experience in a political, legislative, government relations, or public affairs setting.
Experience with iTimeKeep/3E time entry and Microsoft PowerPoint.

Responsibilities

Oversee the day-to-day administrative operations of the office, ensuring efficient administrative processes, a professional work environment, and effective organizational support.
Coordinate office administration, including facilities, equipment, supplies, office technology, hospitality services, workspace maintenance, and relationships with vendors, building management, and other service providers.
Serve as the primary liaison with Larkin Hoffman administrative departments, including Human Resources, Accounting, Information Technology, Facilities, Marketing, Hospitality, Records, and other shared administrative functions to coordinate operational needs and ensure effective support.
Serve as a liaison between leadership, employees, Larkin Hoffman administrative departments, and external service providers to facilitate communication and resolve operational issues.
Ensure compliance with organizational policies and procedures, as well as applicable federal, state, and local employment, workplace, campaign finance, and administrative requirements.
Provide high-level executive and administrative support to the Managing Director, including calendar management, scheduling, meeting coordination, travel arrangements, preparation of correspondence, reports, presentations, agendas, and other executive communications.
Anticipate leadership needs, exercise sound judgment, and serve as a trusted administrative resource by proactively coordinating priorities, resolving operational issues, and ensuring timely follow-through on assignments.
Schedule staff meetings, prepare agendas, assemble supporting materials, record meeting action items as appropriate, and coordinate meeting logistics.
Prepare, edit, proofread, format, and finalize correspondence, reports, proposals, Requests for Proposals (RFPs), presentations, and other business documents while ensuring accuracy, consistency, and adherence to organizational standards.
Maintain office records, administrative files, client contact lists, subscriptions, and other administrative resources.
Coordinate with the Larkin Hoffman Accounting team on routine financial transactions, expense reporting, reimbursements, invoice processing, and other reporting requirements.
Monitor timekeeping and billing deadlines to promote timely compliance.
Assist with campaign finance reporting and other required regulatory filings, ensuring deadlines are met and supporting documentation is maintained.
Welcome clients, visitors, legislators, and other guests, ensuring a professional and positive experience.
Coordinate client meetings, catering, hospitality services, and meeting logistics.
Plan and coordinate office events, including the annual office retreat, end-of-session celebration, staff meetings, employee recognition events, and other internal and client-facing functions.