Reports to: CEO
Hours: Part-time, hourly (estimated 15-25 hours/week, flexible)
Location: Hybrid (Houston, TX)
Position Overview:
Medley Inc. is seeking a highly organized, proactive Admin & Office Coordinator (Hourly Contractor) to support day-to-day operations, internal processes, and team coordination. This contractor will work closely with the COO and CEO to ensure seamless scheduling, documentation, internal communications, and client onboarding processes, while helping maintain the administrative rhythm of the agency.
Key Responsibilities:
Administrative & Scheduling Support:
- Manage internal and external calendars, including scheduling meetings and coordinating availability.
- Book conference rooms and order meals or supplies as needed.
- Support meeting preparation and follow-ups.
- Monitor and manage shared inboxes.
- Maintain company records and organize internal documentation.
Onboarding & Office Coordination:
- Support onboarding and offboarding for team members and contractors.
- Oversee onboarding processes for new clients-both internal (team readiness) and external (client experience).
- Track HR documentation, team birthdays, and key milestones.
- Order and track tech gear and office supplies.
Professional Memberships & Events:
- Maintain agency memberships and ensure member profiles are up to date.
- Track key events and speaking opportunities across Medley's memberships.
- Ensure relevant events are added to the Medley calendar.
- Brief CEO on high-value opportunities (e.g., awards, networking, panels).
Operations & Reporting:
- Finalize and send client reports in collaboration with account teams.
- Maintain and update the agency's password keeper.
- Ensure hours are logged by team members.
- Prep weekly team meeting docs.
Qualifications:
- Highly organized with strong attention to detail.
- Strong communication skills and comfort working in a fast-paced, dynamic environment.
- Proficient in Google Workspace, Zoom, Asana, and other productivity tools.
- Experience with time-tracking platforms and password management systems is a plus.
- Ability to work independently, manage priorities, and proactively identify ways to improve workflows.