Executive Assistant / Office Manager

About You

Nutrafol is seeking a detail-oriented multi-tasking Executive Assistant/Office Manager to join our team in the NYC area. 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 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 executive team while managing Nutrafol’s day to day office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Our team of 7 executives are mostly remote with limited travel, and our office is about 7,000 square feet. 

*This position has a 2 day per week requirement in our NYC Office, and will report to the Director of People. 

Responsibilities

Executive Support:

• Provide general administrative support to a portion of the executive team
• Manage executive calendars by scheduling calls, travel, meetings, and coordinate all related arrangements
• Handle coordination and management of executive travel, group logistics, and meetings 
• Prepare and coordinate executive correspondence and mailings
• Use GSuite, Word, PowerPoint, and Excel skills to develop documents, presentations, and reports
• Review and process all executives’ expense reports for payment
• Supply administrative and meeting support as requested by the executive team

Office Management:

• 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

Other Support:

• 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

Requirements

• Ability to come onsite to the office at a minimum of two (2) 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 is required
• Advanced-level skillset with GSuite, 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 (startup experience preferred) but must have corporate background