Client and Office Coordinator

Overview

GBSM is a Denver-based communications and consulting firm working with a dynamic client base, including a variety of diverse public and private companies, national non-profit organizations, higher education institutions, and local and state governments and agencies. We have 40 years of proven excellence in helping our clients navigate their strategic and crisis communications, public affairs, and management consulting needs.

We pride ourselves on quality over quantity, thoughtful strategy over impactless flash, teamwork over bravado, and often helping our clients avoid or deflect unwanted attention, rather than clamoring for it. We are mightily invested in helping the communities in which we operate be vibrant, thriving and welcoming to all.

• Editing and proofreading deliverables using AP style as the guide
• Monitoring relevant media and social media across multiple platforms
• Coordinating meeting logistics for large-scale public meetings, mid-size committee/board meetings and client meetings; including location scouting, materials preparation, day of set-up/breakdown, and more
• Managing external vendors and venues (e.g., catering, printing, translation services, AV)
• Calendar oversight and scheduling management for internal and external client meetings
• Designing communications materials (e.g., Canva, InDesign, Photoshop)
• Template management and document control/organization
• Preparing agendas and taking thorough meeting minutes; drafting meeting summaries
• Tracking progress and keeping up to date with tasks in our project management tool, Asana
• Conducting research on specific issues and organizations, including analyzing and summarizing key information
• Using digital tools (e.g., Mail Chimp, Word Press, Survey Monkey) for client communications and engagement (including management, maintenance, and reporting)
• Maintaining client and stakeholder contact lists and electronic files to ensure accurate, up-to-date information; managing Outlook and Mail Chimp contacts regularly
• Support expense tracking, reconciliation, and submission monthly for client expenses

• Direct management of Andy's calendar; balancing internal staff, clients, and networking meetings, including reservations, confirmations, etc.
• Proactive time entry and editing in our billing software for Andy
• Booking travel arrangements
• Client and partner gift management
• Employee event planning and execution support
• Ad hoc general office admin (including support with answering phones, greeting clients, ordering supplies, maintaining shared spaces, and opening and closing the office)

• Education and Experience: At least two years of relevant client support and administrative support experience in a professional service setting. Proficiency in design fundamentals; experience in Communications and/or Public Relations is highly preferred.
• Written and Verbal Communications: Exceptional attention to detail and editing skills, including experience with AP style. Adept at listening to, acknowledging and responding to others promptly; presenting information clearly and assertively; and confidently asking questions to clarify expectations. Equally comfortable with phone, virtual and in-person meetings.
• Critical Thinking and Teamwork: Possess a keen ability to think and act one step ahead. Able to play multiple roles on a team, from tactician to organizer, and show high accountability in actions and forethought. Regularly take the initiative to help others.
• Research and Reporting: Able to conduct online and industry research, analyze and evaluate findings, and compile into a succinct report. Familiar and efficient with researching media, social media, government entities and more.
• Time Management: Able to monitor, track, and prioritize various deadlines for multiple clients. Manage rapid developments within client teams, completing them in a timely and competent manner. Hyper-organized with an ability to multitask and reprioritize as needed throughout the day. Excellent time management and problem-solving skills required.
• Confidence, Professionalism and Trust: Proactive with an ability to solve problems, collaborate,…