1. Job Description for Director of Administration (July 2016)
Reports to: Director of Finance
Summary/Objective
The Director of Administration performs a wide variety of responsible, confidential and
complex administrative duties for the agency and senior leaders. This position also
requires routine duties performed independently; setting priorities and scheduling
individual work in accordance with established policies and procedures. Position
demands sound judgment, thoroughness and competence where failure to perform
effectively could have a serious impact on organization operation, client relations and
use of resources. This person plays a key role on the leadership team. Must
professionally and courteously represent Riley Hayes in all interactions.
DUTIES:
Coverage for Reception: Greet guests, receive deliveries, answer the main phone line,
maintain a clean reception area and process/deliver all mail/packages. Administer office
safety protocol, emergency programs and security systems.
Coordinate Hospitality: Greet guests upon arrival to RH, confirm conference room is
reserved and prepared, order catering for meetings/events, and clean up afterwards.
Executive Support: Act as a confidential executive assistant for Tom Hayes and Dave
Plamann. Manage calendars and schedules, screen calls and drop in visitors, arrange
appointments, manage mail, organize meetings and conference calls, maintain files and
collect receipts for Accounts Payable.
Office Supply Management: Monitor office food and product supply levels and re-
order when supply is low using Instacart, Innovative or other vendors. Maintain
relationships with all vendors and serve as the point person for maintenance, mailing,
shopping, supplies, and equipment to insure quality and consistency.
Office Fixture Management: Oversee the purchasing, leasing, repairing and
maintenance of all office furniture, equipment and fixtures.
Travel Arrangement: Research and book all travel for RH. Determine destination,
mode of transportation, travel dates, necessary accommodations, and any other details.
Book travel and make sure traveler receives the itinerary and understands travel plan.
Events: Research, coordinate and execute all RH office events, offsite meetings,
parties, happy hours, birthday celebrations, BBQ’s, etc.
Building Facilities: Main contact for all building related issues and maintaining vendor
relationship with Ryan Companies (the property management company). Responsible
for the facilities day-to-day operations (such as updating building access codes, lighting,

2. repairs, security, etc.). Assist as needed in lease negotiations, tenant build-out projects,
contractor negotiations, space planning and facility maintenance.
Parking: Main contact for all parking vendor relationships (with Ryan Companies, The
Depot and any other vendor we contract with going forward).
Interview Scheduling: Schedule the candidate for a phone or in-person interview and
provide all necessary details for a successful visit to RH (to candidate and internal staff).
New Employee Orientation: Responsible to greet new employee, provide tour, order
any requested office supplies and a procure a parking card (if needed). Update the RH
phone list, birthday list and anniversary list with new employee detail.
Employee Assistance: Partners with HR and appropriate Directors on new employee
orientation, onboarding, performance management, professional development,
mentoring and coaching of team members.
Agency communication: Responsible to tactfully convey agency news and updates to
all employees via email.
LoveAction: Co-manager with Mischelle Offerman to oversee and facilitate the forward
movement of all the details impacting RH’s new branding initiative.
Skills and Qualifications: Supply Management, Informing Others, Delegation,
Managing Processes, Supervision, Developing Standards, Promoting Process
Improvement, Inventory Control.
 Proven office management, administrative or assistant experience
 Knowledge of office management systems and procedures
 Excellent time management skills and ability to multi-task and prioritize work
 Attention to detail and problem solving skills
 Excellent written and verbal communication skills
 Strong organizational and planning skills
 Initiative
 Leadership
 Time Management
 Decision Making
 Communication Proficiency
 Organization Skills