Location: New York/Hybrid

Job brief

We are looking for an Assistant/Office Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Ability to travel a must.

What does an Assistant/Office Manager do?

Assistant/Office Manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front Office Manager or Assistant/Office Manager would be an advantage. A successful Assistant/Office Manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Ultimately, the Assistant/Office Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation. Ability to travel a must.

Responsibilities

• Serve as the point person for office manager duties including:
  • Maintenance
  • Mailing
  • Supplies
  • Equipment
  • Bills
  • Errands
  • Equipment procument
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office G&A budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like events and conferences
• Scheduling meetings and appointments within the office
• Organizing the office layout and ordering stationery and equipment
• Maintaining the office condition and arranging necessary repairs

Requirements and skills

• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• 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 in a fast-paced environment
• A creative mind with an ability to suggest improvements
• Bachelors degree; additional qualification as an Administrative assistant will be a plus