Office Manager

PURE Insurance•New York City, NY

21d•$50,000 - $70,000•Onsite

About The Position

PURE is seeking a highly organized, proactive Office Manager / Executive Assistant to manage day-to-day operations at its Midtown Manhattan office and provide remote administrative support to designated senior leaders. The role combines office management, facilities coordination, executive administration, and employee engagement. The position is based in the NYC office and requires regular on-site presence, particularly Tuesday through Thursday, with flexibility to support business needs throughout the workweek. The Office Manager helps keep the office running smoothly, maintains a welcoming environment for employees and visitors, and provides reliable administrative support to senior leadership. The role also supports meetings, events, and onboarding, and identifies opportunities to improve office processes and the employee experience. PURE is a member-owned property and casualty insurer serving financially successful families. The company emphasizes exceptional service, hospitality, care, loss prevention, and smart insurance solutions. It describes its culture as focused on development, clarity and kindness, mutual support, community, learning, courage, and building a positive culture.

Requirements

At least 3 years of experience in office management, executive administration, workplace operations, or a similar support role.
Strong organizational and time-management skills, including the ability to independently manage competing priorities and time-sensitive requests.
Excellent written and verbal communication skills and a professional, approachable, service-oriented mindset.
Ability to exercise discretion, sound judgment, and confidentiality when handling sensitive information.
Experience coordinating vendors and facilities-related requests and ensuring timely resolution of issues.
Strong attention to detail and a proactive approach to anticipating needs and solving problems.
Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and Teams.
Ability to coordinate basic meeting-room technology needs in partnership with IT.
Ability to work regularly on-site in the Midtown NYC office, with flexibility to accommodate occasional meetings and events outside the typical schedule.

Nice To Haves

Experience supporting senior executives.
Experience with Concur or similar travel and expense management systems.

Responsibilities

Oversee day-to-day office operations and keep shared spaces, conference rooms, and common areas organized, maintained, and ready for use.
Coordinate employee group lunches, including ordering, deliveries, and meal setup.
Monitor, order, receive, and stock office and pantry supplies.
Maintain and arrange service for office beverage equipment, including coffee, ice, and water machines.
Serve as the primary contact for property management, building engineers, and external vendors; coordinate service requests and follow them through to resolution.
Coordinate HVAC preventative maintenance and repairs, schedule vendor visits, maintain service records, and escalate significant issues as needed.
Manage incoming and outgoing mail, packages, and occasional shipments.
Coordinate building access, employee badges, visitor registration, and access updates for new hires and departing employees.
Process office-related invoices, reconcile purchases, and submit expenses for approval according to company procedures.
Identify office furniture, equipment, and facility needs and communicate recommendations to department leadership.
Provide remote administrative support to designated senior leaders, including calendar management, meeting coordination, and scheduling across multiple priorities.
Coordinate business travel, including flights, accommodations, ground transportation, itineraries, and last-minute changes using Concur.
Prepare and submit corporate card expense reports by collecting receipts, coding expenses, reconciling transactions, and resolving discrepancies.
Prepare and distribute recurring reports for designated departments accurately and on time.
Handle confidential executive and business information with professionalism, discretion, and sound judgment.
Anticipate administrative needs, identify scheduling conflicts, and proactively support senior leadership priorities.
Coordinate conference room setup and meeting logistics, partnering with IT to troubleshoot audiovisual or connectivity issues.
Support executive and board meetings hosted in the NYC office, including room preparation, catering, visitor coordination, and on-site logistics.
Plan and coordinate employee engagement activities, including volunteer opportunities, team gatherings, and employee celebrations.
Organize office-wide events, including holiday celebrations, summer events, and occasional happy hours.
Partner with IT and internal teams to coordinate new-hire workstation readiness, equipment, office access, and first-day onboarding.
Welcome visiting employees and guests and assist with office access, local recommendations, and meeting logistics.
Identify opportunities to improve office processes and enhance the employee experience.