Office Manager & Assistant to the CEO (US)

WeWard • New York, NY

2d • Hybrid

About The Position

Hi there! 👋 We’re WeWard 🐼 , and we make walking rewarding. Literally. Millions of people around the world open our app every day to move more, feel better, and earn real-life rewards. It’s simple, smart, and built with purpose. Your Mission – Create an exceptional workplace experience in New York 💪 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!

Responsibilities

• 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.

Benefits

• Top tier earnings: Dive into a role offering a competitive salary range, with bonuses and stock options. Your hard work doesn’t just earn you a paycheck; it builds your stake in our mutual success.
• 100% covered health insurance: We’ve got you and your family’s health fully covered with Aetna. This includes Dental and Vision. At WeWard, your wellbeing is a priority, not an afterthought.
• Global work culture: WeWard offers at least one visit per year to get chances to work from our stylish Paris office, blending cultural diversity with professional growth.
• Work-Life balance: Work remotely up to 2 days per week. Take advantage of a flexible remote work policy that blends in-office collaboration in our downtown New York City office with a home-based focus.
• 25 days of PTO + federal holidays: We believe in working hard and recharging harder. Enjoy our generous Paid Time Off policy that empowers you to take the breaks you need, when you need them.
• Commuter benefits: We utilize pre tax dollars that are deducted directly from your paycheck, allowing you to get to work with a little less effort.
• 401k Plan: With a 2% employer match, 2 years graded vesting.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed