Executive Assistant / Office Manager

Who you are

• Ability to be in the office at a minimum of three (3) days per week
• Successful experience working with executive-level staff; outstanding organizational and administrative skills
• 5+ years’ experience as an office administrator, operations manager, or executive assistant
• Advanced-level skillset with G-Suite, Slack, and MS Word, PowerPoint, Excel, Zoom, and Adobe
• Able to distinguish between urgent and non-urgent issues and multi-task on a continuing and consistent basis
• Detail-oriented with the ability to prioritize and organize tasks
• Judgment to treat confidential information appropriately and maintain a high level of trust
• Ability to thrive in a fast-paced, constantly changing environment (high growth company experience preferred) and must have corporate working background

What the job involves

• Nutrafol is seeking a detail-oriented multi-tasking Executive Assistant/Office Manager to join our team
• This individual will provide high-level administrative support to the Executive team, as well as manage the general administration of our New York City office - this will be a hybrid role with a minimum of 3 in-office days per week. (*Our office is located in the Flatiron District and is easily accessible via public transit.)
• This position is an outstanding opportunity for a highly motivated executive assistant to assume a pivotal role in the evolution of a fast-growing, highly respected organization
• The Executive Assistant and Office Manager will be responsible for providing comprehensive support to the CEO and the Executive team, while managing Nutrafol’s day to day office operations
• Our team of 7 executives are mostly remote with moderate travel, and our office is about 7,000 square feet
• This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality
• Executive Support: 80%:
• Provide administrative support to our CEO and our executive team (7)
• Manage executive calendars by scheduling calls, travel, meetings, and coordinate all related arrangements
• Handle coordination and management of executive travel, group logistics, meetings and interviews
• Prepare and coordinate executive correspondence and mailings
• Use G-Suite and MS Word, PowerPoint, and Excel skills to develop documents, presentations, and reports
• Review and process all executives’ expense reports for payment in Expensify
• Supply administrative and meeting support as requested by the executive team
• Office Management: 20%:
• Manage all office mail: sorting, opening and distributing, scanning, filing, etc
• In coordination with the People Team
• Manage ordering of all office supplies, kitchen snacks, and any miscellaneous orders
• Design, manage, communicate and oversee implementation of office operations, policies, and procedures
• Evolve and improve the operational efficiency of systems and processes impacting office operations in partnership with the People Team
• Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional, and office equipment
• Liaise with all building staff and external contractors; including planning, coordinating, and managing onsite requirements
• Interface effectively with building and facilities, coordinate office maintenance, and drive issues to resolution
• Provide event support and planning, including retreats, meetings, and staff events
• This includes logistical research and planning and day-of support
• Develop and maintain virtual files and organizational systems as needed or requested
• Schedule conference rooms, resolving conference room scheduling and technology issues for team
• Assist with office needs, acquiring new and disposing of old furnishings, and upkeep as needed or requested
• Assist with onsite storage maintenance and upkeep
• Work with vendors to direct completion of requests and maintenance needs
• Participate as needed in special projects and events
• Perform other duties as assigned