Office Manager and Executive Assistant

EnergyHub • New York, NY

5h • $70,000 - $80,000 • Onsite

About The Position

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 and so it is required to work from our Brooklyn office five days per week.

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 Haves

• 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

Responsibilities

• 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.

Benefits

• EnergyHub offers a generous benefits package including 100% paid medical for employees and a 401(k) with employer match.
• We offer a casual environment, the flexibility to set your own schedule, a fully stocked fridge and pantry, free Citi Bike membership, secure bike rack, gym subsidy, paid parental leave, and an education assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees