Office Manager/Executive Assistant

About The Role

The New York Office Manager is an energetic professional that enjoys wearing many hats and handling a wide range of administrative and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people. This role provides exceptional customer service and top-notch administrative support to internal and external clients alike while managing all aspects of the office experience.

The Office Manager role is an office-based role that requires working onsite up to five days a week. There is flexibility based on business demands and personal need.

YOUR DAY TO DAY

While every day will be different, you can expect to…

• Manage all aspects of the office experience including reception, facilities, office equipment and supplies
• Coordinate regular office social/culture activities
• Coordinate meeting rooms and logistics (catering, logistics, set up/clean up, document production)
• Onboard/orient new hires
• Liaison with vendors (travel, copier, cleaning, alarm, messenger, postal, etc.)
• Coordinate extensive domestic and international travel
• Manage demanding calendars; schedule and confirm conference calls, appointments, and meetings; proactively resolve scheduling conflicts in a timely manner
• Prepare and submit accurate expense reports and timesheets in a timely manner
• Manage contacts and CRM activities in Outlook, company contact database and CRM tool
  
  

WHAT YOU NEED TO BRING

• Undergraduate degree with 2+ years administrative experience in a consulting, creative services or hospitality OR 4+ years of administrative experience
• The working culture in this company is fast-paced; it requires someone who is proactive and adaptable
• Excellent communication and interpersonal skills to deal with all levels of people
• Ability to pinpoint problems, find creative solutions and make decisions
• Strong organization and time management skills
• Strong scheduling and calendar management skills
• Confusion tolerance: comfort with ambiguity and the ability to adapt, flex and change directions given circumstances, understanding the ever-changing world of business
• Fluent in Microsoft Office; tech savvy
• Must be able to lift 30-50 lbs.
  
  

Prophet is an equal opportunity employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. All employment, promotion, and evaluation decisions are based on qualifications, merit and business need.