JOB DESCRIPTION
Office Manager – NYC
People & Culture Department
Reports to: Chief People Officer
Job Summary
The NYC Office Ambassador plays a vital role in creating a welcoming, organized, and highly functional environment for employees, executives, clients, and visitors in our New York City office.
This individual will oversee the day-to-day operations of the NYC office while providing on-site executive and administrative support to o executives based in or visiting the NYC office. The Office Ambassador will also support the People & Culture team with general HR administration, employee experience initiatives, and other projects that help keep our people and workplace running smoothly.
The ideal candidate is highly organized, proactive, service-oriented, and comfortable balancing office operations, executive needs, and HR responsibilities in a fast-paced environment.
Key Job Responsibilities (Duties may include, but are not limited to all or some of the following)
EXECUTIVE & ADMINISTRATIVE SUPPORT Provide proactive, high-touch on-site support to the Company executives based in or visiting the NYC office.
Anticipate executive meeting and office needs and proactively address scheduling, logistical, or administrative challenges.
Coordinate executive travel arrangements, itineraries, reservations, and related logistics.
Prepare and process expense reports and reimbursements.
Coordinate meeting logistics, including conference rooms, technology, catering, agendas, and materials.
Assist with preparation of meeting materials, presentations, agendas, and summaries as requested.
Serve as an on-site liaison between executives, employees, visitors, vendors, and other internal or external partners.
Coordinate executive and client visits to the NYC office.
Support ad hoc executive projects, events, and administrative requests with discretion and responsiveness.
Perform general clerical duties such as photocopying, faxing, scanning, mailing, and filing
TECHNOLOGY & VENDOR MANAGEMENT Work with the Partner, IT, Cybersecurity, and Facilities to ensure office technology, conference rooms, and other systems are functioning effectively.
Serve as an on-site point of contact for third-party technology providers, building management, vendors, and service providers.
Coordinate vendor access and appointments and follow through on outstanding office needs.
OFFICE OPERATIONS & EMPLOYEE EXPERIENCE Oversee the daily operations of the NYC office, ensuring a clean, organized, professional, and efficient workplace.
Serve as a welcoming point of contact for employees, candidates, clients, vendors, and other visitors.
Manage office supplies and equipment, maintaining appropriate inventory and coordinating orders as needed.
Manage office food and beverage needs, including Grubhub group orders and other employee meals.
Oversee incoming and outgoing mail, packages, and deliveries.
Manage office layout, seating assignments, conference rooms, and workplace needs.
Coordinate with building management regarding facilities, access, maintenance, repairs, and other office-related matters.
Partner with Account Services and other teams to coordinate in-office client meetings and events.
Coordinate employee events, meetings, celebrations, and social activities that support Ca+Co's culture of Nourishment.
Support emergency preparedness and serve as an Office Ambassador during emergency and evacuation procedures, helping communicate designated meeting locations and account for employees as appropriate.
Identify opportunities to improve the NYC employee and workplace experience and proactively recommend solutions.
HR & PEOPLE ADMINISTRATION Provide general administrative support to the People & Culture team.
Support the preparation and coordination of employee events, trainings, meetings, and People & Culture programming.
Assist with new-hire onboarding logistics for employees based in the NYC office, including workspace preparation, first-day coordination, building access,…