Office Manager & Executive Assistant
Location
Work from home | India
Job description
The ideal candidate will spearhead office management of our HQ while simultaneously supporting certain members of our Executive team. Responsibilities include assisting in the administration of office operations, support with event planning, implementing and maintaining office administrative systems, and executing large and small scale tasks while ensuring the smooth running of the office on a day-to-day basis. You ll be the first face a new guest or office goer sees, and manage all the behind-the-scenes details to ensure an incredible office experience. The role requires ownership and flexibility to take action and be proactive between tasks and responsibilities.
In addition to managing our office space, you will support 2 members of our Executive team. You will work cross-functionally with all teams across the company and this is a rare opportunity to meaningfully contribute to the executive operations and overall growth of the team. This role will be ideal for someone who enjoys navigating ambiguity, runs towards challenges, and enjoys the dynamic nature of a fast-moving startup. To be successful in this role, you will need to be extremely well-organized, have strong time management and communication skills especially when navigating competing priorities, and be a proactive self-starter.
You will work cross-functionally with all teams across the company and this is a rare opportunity to meaningfully contribute to the executive operations and overall growth of the team.
Responsibilities
- Proactively manage, assess and predict the day-to-day needs of the executives to ensure they are prepared and organized for all internal and external meetings and events.
- Seamlessly manage email coordination, calendar scheduling, travel, expense reporting, and a wide variety of priorities for the Leadership Team members where necessary
- Attend key internal Leadership Team meetings to take notes, capture action items, and help the team stay organized
- Resolve conflicting time demands to ensure a seamless schedule based on business priorities
- Handle confidential information and communications tactfully, with efficiency and attention to details
- Act as a gatekeeper for the leadership team to ensure their time spend aligns to priorities
- Front of house ownership to welcome all office guests
- Manage incoming mail and outgoing deliveries
- HR file scanning and documentation
- Kitchen maintenance of coffee machines, snack and drink stocking, inventory management, dishwasher loading, and catering management for weekly menu creation for company-sponsored lunch
- Building management collaboration with third party support (order badges, register visitors, vendor management forms)
- Janitorial collaboration with third party support (manage platform responsible for electrical, building and janitorial needs)
- Event management setup, decor, post-event cleanup, registration, and more
What you Bring to the Table
- Detail-oriented, self-starter mentality
- Ability to anticipate needs and proactively propose/execute solutions
- Strong communication skills with the ability to confidently interface with team members at all levels
- Experience and comfort with managing multiple tasks and projects independently with minimal supervision
- A strong work ethic: No task is too big or small
- A quick learner mentality - you re hungry to take on new challenges
- A professional and approachable demeanor
- Proficiency with Google Suite and comfort with learning new technology
- Able to enthusiastically work within constantly changing priorities and remain flexible
Job tags
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