Office Manager & Executive Assistant

Printfresh LLC•Philadelphia, PA

2d•Onsite

About The Position

Printfresh is a fast-growing, creative lifestyle brand with a highly collaborative, in-office culture. As we grow, we are hiring an experienced Office Manager to ensure our physical workspace, daily rhythms, and internal operations run smoothly, predictably, and with care. This position is in-person full time, Monday to Friday, in our Philadelphia office. The Office Manager creates a calm, organized, welcoming environment that allows teams and leaders to focus on their work without distraction. You’ll be responsible for the feel and function of the office, anticipating needs, handling details before they become issues, and quietly making things work. This is an ideal role for someone hands-on, deeply reliable, and proactive.

Requirements

5+ years of experience in Office Management, Operations, or similar roles
Highly organized, proactive, and dependable
Demonstrated ability to anticipate needs and solve problems independently
Comfortable with hands-on work and physical tasks (organizing, lifting boxes, setting up rooms, running errands)
Professional, warm, and polished when interacting with guests and candidates
Calm under pressure; able to manage many small moving pieces without escalation
Comfortable working in a creative, fast-paced, imperfect environment
Valid driver’s license and reliable transportation required

Responsibilities

Own day-to-day functioning of the Philadelphia office
Proactively anticipate office needs (supplies, maintenance, organization) and address them before they become problems
Manage supplies, subscriptions, and recurring services (coffee, snacks, cleaning, etc.)
Maintain kitchens, conference rooms, common areas, and supply closets
Coordinate building maintenance and professional cleaners as needed
Ensure the office is consistently tidy, stocked, and welcoming
Receive, sort, and distribute mail and packages daily
Maintain a clear, simple mail distribution system
Prepare outgoing shipments (samples, returns, vendor shipments)
Coordinate USPS, FedEx, UPS drop-offs as needed
Run local errands as needed (post office, supply pickup, returns, deliveries)
Assist with moving or transporting office items, samples, or event materials as needed
Maintain organized physical and digital filing systems
Ensure documents are filed accurately, promptly, and in the right location
Support confidential record management with discretion
Ensure conference rooms are clean, stocked, and meeting-ready each day
Set up meeting technology (screens, Zoom, audio, seating)
Arrange meals and refreshments for meetings
Greet visitors, interview candidates, partners, and vendors professionally
Support new hire onboarding logistics
Serve as a point of contact for employee questions related to office processes, logistics, and day-to-day needs
Support internal communications related to office operations (office updates, reminders, schedules, logistics)
Partner with Operations and HR Administration to ensure the in-office employee experience runs smoothly and consistently
Provide ad-hoc executive assistant support to the leadership team as needed
Assist with: Scheduling and calendar coordination Meeting preparation and room setup Printing, assembling, and organizing meeting materials and presentations
Help ensure leadership meetings and in-office working sessions are well-prepared, organized, and distraction-free
Support planning and execution of internal events and celebrations
Coordinate birthdays, welcome moments, and employee milestones
Assist with holiday parties, offsites, and gifting programs
Partner with leadership to ensure events feel thoughtful, organized, and on-brand