The Opportunity:

We are growing fast and looking for a friendly, detail-oriented, and highly motivated individual to fulfill a hybrid role: Workplace Experience Manager / Executive Assistant to manage our office in New York, NY and provide auxiliary support to our offices in Australia, and Chicago. This role will also provide administrative support to Senior Leadership team members.

Responsibilities:

Executive Assistant

o Administrative support to SLT member as booking and managing travel, calendar management, building client relationships and completing expense reports.

o Implementing HR policies and company directives

o Coordinating and gathering stakeholder content for presentations and ensuring that content is organized and presentation ready

o One-off administrative projects

Office Management (Planning, Moves, Relocations, Expansions, and Downsizing Efforts)

o Develop detailed project plans and timelines for office moves, ensuring minimal disruption to business operations.

o Coordinate with internal teams (IT, HR, Operations, Marketing) and external vendors (moving companies, project managers, furniture designers, architects, contractors, etc.) to ensure all logistics are handled efficiently.

o Conduct site assessments to determine space requirements and layout needs.

o Manage the inventory of furniture and equipment, ensuring optimal use of resources and space.

o Oversee the physical setup of new office spaces, including workstation configuration, furniture placement, and equipment installation.

o Develop and manage the budget for office moves and workplace improvements.

o Negotiate contracts and manage relationships with vendors, including movers, furniture suppliers, and maintenance providers.

o Ensure all expenditures are tracked and reported accurately.

o Communicate move details and expectations clearly to all affected employees.

o Address and resolve any issues that arise during the move process promptly.

Workplace Operations

o Oversee the everyday operations of all offices including ordering supplies, snacks, maintaining necessary services

o Develop and implement strategies to improve the overall workplace experience for employees (quarterly office gatherings, monthly staff meetings, etc)

o Ensure the office environment is welcoming, functional, and conducive to productivity.

o Regularly assess employee satisfaction with the workplace and identify areas for improvement.

o Plan/organize internal and external programs/events and manage event logistics in collaboration with internal partners and external vendors to promote a positive work culture within a hybrid workplace.

o Ensure our offices stay compliant with local laws and regulations.

o Exercise strong business judgment and communication skills needed to interact with a variety of people and job functions.

o Assist Human Resources department with onboarding and offboarding tasks as they relate to relevant offices

Requirements:
• Willing and able to come to our New York office 4 days per week (there is schedule flexibility in when you arrive and leave)
• 6+ years of office management experience
• Thrive in a fast-paced, multinational workplace
• Strong interpersonal skills, ability to communicate effectively in written form
• Self-starter and curious - motivated to create solutions and innovate in the workplace
• Extremely detailed oriented
• Inquisitive and solution oriented
• Working knowledge of Concur (or similar expense reporting tool)
• Effective cross-team collaborator
• [Preferred] Experience in tech sector, as well as in a service/assistant role