Office Manager & Assistant to the CEO (US)

Weward-posted 2 months ago
Part-time • Entry Level
Remote • New York, NY
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As our Office Manager in New York, you'll play a central role in making our New York office a welcoming, well-functioning, and vibrant place to work. You'll manage all things related to office life, team events, and onboarding — while also supporting Yves, our CEO & Co-founder, with select administrative and logistical tasks. If you thrive on autonomy, have a knack for creating structure, and love bringing people together, this role is for you!

  • Be the go-to person for anything office-related in New York: space, supplies, snacks, maintenance, comfort, and daily well-being.
  • Manage relationships with all office vendors and service providers (cleaning, deliveries, snacks, utilities, security, etc.): pay suppliers, review invoices, and reconcile receipts.
  • Monitor office budgets and expenses, and track receipts or invoices when needed.
  • Welcome all new teammates & prepare their welcome kits, badges, computers, and any role-specific tools before their arrival.
  • Coordinate first-day onboarding with the HR team: organise a breakfast & first lunch, for example.
  • Organize offboarding logistics when team members leave, taking the lead of our platform (Justworks).
  • Own the monthly payroll process for the US team: review timesheets, bonuses, and ensure data accuracy in collaboration with Justworks and the finance team.
  • Manage employee benefits administration, including healthcare, insurance, and any other perks or coverage programs, ensuring timely enrollment, changes, and renewals.
  • Plan and execute local team events: afterworks, communal lunches, team buildings, holiday parties, and more, ensuring everyone feels included and connected.
  • Support the organization of company-wide events (e.g. annual seminar), including travel logistics if needed.
  • Prepare and deliver a monthly financial report for the NY office (expenses, budgets, forecasts).
  • Propose and manage cash optimization strategies, including short-term treasury placements and liquidity tracking.
  • Collaborate with our external accountant to ensure timely tax filings, payroll declarations, and proper record-keeping.
  • Maintain relationships with banking partners and ensure smooth account operations.
  • Support bookkeeping and documentation for audit and compliance needs.
  • Coordinate travel arrangements, event participation, and other logistics linked to the CEO.
  • Manage a wide range of delegated administrative and financial tasks with high attention to detail and timely execution.
  • Ensure the CEO remains focused on strategic priorities.
  • Proactively manage the CEO's calendar, optimizing for focus, productivity, and alignment with business priorities.
  • Act as the main point of contact for external accountants, legal advisors, and financial partners regarding filings, reporting, and compliance.
  • Support the organization and oversight of executive-level investment activity and documentation, in close coordination with relevant advisors.
  • Assist with the preparation and submission of corporate and administrative declarations.
  • 3 years of experience in an office manager, admin, or EA role — ideally in a start-up or fast-paced environment.
  • Adaptation skills and flexibility to accompany and implement change in a constantly evolving scaleup.
  • Strong interpersonal skills: warm, trustworthy, and great at creating a positive vibe.
  • Tech-savvy and quick to learn new tools (Google Workspace, Notion, Slack, etc.).
  • Eligible to work in the U.S.
  • Competitive salary range, with bonuses and stock options.
  • 100% covered health insurance with Aetna, including Dental and Vision.
  • At least one visit per year to work from our stylish Paris office.
  • Work remotely up to 2 days per week with a flexible remote work policy.
  • 25 days of PTO + federal holidays.
  • Commuter benefits utilizing pre-tax dollars.
  • 401k Plan with a 2% employer match and 2 years graded vesting.
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