Position Summary

The Manager, Office Operations & Marketing Administration is responsible for overseeing day-to-day office operations, coordinating marketing and communications initiatives, and providing high-level administrative and organizational support to executive leadership.

This role ensures a professional, organized, and well-supported office environment while also supporting brand consistency, marketing execution, and corporate administrative compliance.

Key Responsibilities

1. Office Management & Operations

• Serve as primary liaison with building management.
• Oversee office organization, cleanliness, and overall workplace presentation.
• Ensure office supplies, furnishings, and equipment are stocked and maintained.
• Coordinate meeting setup, conference room logistics, and onsite event readiness.
• Support onboarding of new staff and coordination of visiting team members.
• Manage visitor reception needs to ensure a professional experience.

2. Marketing & Brand Coordination

• Coordinate with internal marketing partners to maintain and update the Gray Capital Investors website, including case studies, news updates, job postings, and other relevant content
• Maintain and update company presentations, pitch decks, and marketing collateral.
• Support management of social media feeds and ensure consistent brand messaging.
• Coordinate photography and content collection for marketing use.
• Assist in planning and organizing business partner meetings, dinners and networking events, conferences and speaking engagements.
• Support public relations initiatives and external communications.

3. Team Administration & Executive Support

• Maintain organized documentation and file management systems.
• Ensure compliance with NDA requirements and record retention policies.
• Provide logistical coordination and travel support for team members.
• Support administration related to tax filings, accounting coordination, legal documentation, and Board and shareholder communications.
• Handle highly confidential and sensitive materials with discretion.
• Provide administrative support related to Gray Capital Foundation and charitable initiatives as needed.

Qualifications

• Bachelor’s degree in Business, Marketing, Communications, or related field preferred.
• 5+ years of experience in office management, corporate administration, marketing coordination, or executive support.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Teams, Outlook, Word, Excel, PowerPoint) and presentation software.
• Experience with website content management and social media platforms/analytics preferred.
• Working knowledge of marketing tools such as:
  • Email marketing platforms (e.g., Mailchimp, HubSpot)
  • Basic graphic design tools (e.g., Canva, Adobe Creative Suite preferred but not required)
• High level of discretion and professionalism.
• High level of attention to detail, and the ability to manage multiple priorities in a fast-paced, high-visibility environment.
• A strong sense of urgency and a positive, proactive desire to support a broad range of initiatives and tasks and an ability to work proactively, prioritizing and managing time independently.
• To be poised, pleasant, polished, professional, and able to comfortably interact professionally and effectively with managers, clients, and C-Suite executives.