Voltera is looking for a highly organized, proactive, and service-oriented Office Manager to keep our Brooklyn office running smoothly while providing high-level administrative support to our CEO and Executive Leadership Team.
This role will oversee day-to-day workplace operations, manage complex executive scheduling and meeting logistics, and partner with the People Team on company-wide events and offsites. The ideal candidate is a resourceful self-starter who anticipates needs, communicates effectively, and brings strong organization and follow-through to a fast-moving environment.
WHAT YOU'LL DO:- Own the day-to-day operations of Voltera's Brooklyn office, ensuring the space is organized, welcoming, stocked, and ready for employees and visitors.
- Manage incoming and outgoing mail and packages, including sorting, distributing, filing, and coordinating shipments as needed.
- Coordinate office lunches, catering, snacks, supplies, repairs, and other workplace needs; serve as the primary contact for building management and office vendors.
- Prepare conference rooms and shared spaces for executive, Board, customer, candidate, and company-wide meetings, including coordinating materials, technology, catering, and day-of logistics.
- Provide administrative support to members of the Executive Leadership Team, including complex calendar management, internal and external scheduling, travel coordination, and follow-up support.
- Partner with the People Team to coordinate All Hands meetings, team events, employee engagement activities, new-hire onsite logistics, and company offsites, including venues, travel, meals, materials, attendee tracking, and onsite support.
- Maintain workplace calendars, trackers, files, and documentation; identify opportunities to improve office processes and partner with People, IT, Security, Finance, and other teams to support a seamless employee experience.
- Perform additional responsibilities as assigned.
MUST-HAVE:- 3+ years of experience in office management, workplace operations, executive assistance, administrative support, People Operations, or a similar role.
- Experience supporting senior executives and coordinating complex calendars, meetings, and event logistics.
- Strong organizational and project management skills, with exceptional attention to detail and reliable follow-through.
- A proactive, service-oriented approach and the ability to anticipate needs, identify gaps, and take ownership with limited direction.
- Excellent written and verbal communication skills, with the judgment and professionalism to work with employees, executives, Board members, and external partners.
- Ability to manage multiple priorities, adapt quickly as needs change, and handle confidential or sensitive information with discretion.
- Proficiency with Microsoft 365, including Outlook, Word, Excel, and PowerPoint
- Ability to work from Voltera's Brooklyn office at least three days per week, with additional onsite availability for key meetings and events.
NICE-TO-HAVE:- Experience coordinating Board meetings, company offsites, All Hands meetings, or other large-scale employee events.
- Experience working in a fast-paced, growing, or entrepreneurial organization.
- Familiarity with workplace access, visitor management, vendor management, or facilities-related processes.
- Experience supporting hybrid or geographically distributed teams.
- Interest in sustainability, transportation, energy, or climate technology.
LOCATION:- Brooklyn, NY - Hybrid, with a minimum of three days per week in the office and additional onsite presence as needed for important meetings, events, or business needs.
COMPENSATION & BENEFITS:The base compensation for this role is $115,000 to $135,000. Our total compensation and benefits package is designed to support employees both personally and professionally. It includes:
- Competitive base salary
- Annual bonus opportunity
- Incentive equity compensation
- Comprehensive medical, dental, and vision insurance
- 401(k) with company matching
- Unlimited vacation time
- 11 paid company holidays
- Monthly health and wellness stipend
- Monthly phone and internet stipend
- Electric vehicle incentive
