Office Manager and Executive Assistant Job at EnergyHub (Brooklyn, New York)

Job Description

EnergyHub is searching for an exceptional Office Manager and Executive Assistant who will report to the Chief of Staff and work closely with our People team. The successful candidate will be responsible for a variety of tasks that ensure smooth office operations and provide high-level administrative support to the CEO and our Executive team. This role is key to our company’s day to day operations.

Job Responsibility

Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
Manage the company’s corporate credit card ensuring invoices are submitted and paid on time
Manage purchase orders for the organization and keep track of the budgets set for recurring charges
Maintain and follow a budget for office supplies
Partner with IT to manage facilities and tech needs, ensuring conference rooms are properly set up with necessary supplies and ready for meetings throughout the day
Plan for company visitors, arranging for meals as needed and preparing desk/office space to manage capacity
Coordinate with janitorial staff to ensure proper cleaning of office spaces weekly
Communicate policies regarding office space and visits, and manage the flow of guests in the office
Ensure all new hires are entered into the building security system and receive a building pass and office fob on their first day
Coordinate weekly EnergyGrub for the Brooklyn office, taking into consideration dietary restrictions
Update the company calendar with weekly onsite lunch details, communicate if there is a delay, be present to unpack the lunch
Keep track of stock in the office pantry and refrigerator, considering food allergies and dietary restrictions
General physical office duties
Manage biweekly new joiner communications, including photo display
Represent our culture and core values
Manage President and executive team’s schedules, calendars, appointments, and expenses
Ensure invoices and reimbursements are processed accurately and timely for the President
Other duties as assigned

Requirements

Highly organized, with an ability to prioritize work and automate routine tasks where appropriate
Excellent communication and relationship-building skills
Budget ownership and Purchase Order (PO) experience
Professional experience using Slack and Slack apps
Demonstrated experience of using both Google Suite and Mac OS for work
A proactive, high-ownership approach to your work and the work you collaborate on
A commitment to creating a positive, friendly and respectful office environment, underpinned by an appreciation for sensitivity and confidentiality at work

Nice to have

Experience supporting C-level executives
Experience with Expensify and other financial software applications- we use Coupa for our POs
First Aid or other Health and Safety qualification

What we offer

100% paid medical for employees
401(k) with employer match
Casual environment
Flexibility to set your own schedule
Fully stocked fridge and pantry
Free Citi Bike membership
Secure bike rack
Gym subsidy
Paid parental leave
Education assistance program

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Office Manager and Executive Assistant

Job Description

Job Responsibility

Requirements

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