Office Manager

PURE Insurance•White Plains, AL

23d•$50,000 - $70,000•Onsite

About The Position

PURE is seeking a highly organized, proactive Office Manager / Executive Assistant to support 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 administrative support, and employee engagement. The Office Manager helps ensure the NYC office runs smoothly, provides a welcoming environment for employees and visitors, and delivers reliable administrative support to senior leadership. The position is based in PURE's Midtown NYC office and requires regular on-site presence, particularly Tuesday through Thursday, with flexibility to support business needs throughout the workweek. The role also requires flexibility to accommodate occasional meetings and events outside the typical schedule.

Requirements

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, managing 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.
Comfort coordinating basic meeting room technology needs in partnership with IT.
Ability to work regularly on-site in the Midtown NYC office and 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 ensure shared spaces, conference rooms, and common areas are organized, well-maintained, and ready for use.
Coordinate group lunches, including ordering, deliveries, and meal setup.
Monitor, order, receive, and stock office and pantry supplies.
Ensure office beverage equipment, including coffee, ice, and water machines, is maintained and serviced as needed.
Serve as the primary point of contact for property management, building engineers, and external vendors; coordinate service requests and follow through to resolution.
Coordinate HVAC preventative maintenance and repairs, including scheduling vendor visits, maintaining service records, and escalating significant issues.
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 in accordance with 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, including collecting receipts, coding expenses, reconciling transactions, and resolving discrepancies.
Prepare and distribute recurring reports for designated departments, ensuring accuracy and timely delivery.
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, assisting with office access, local recommendations, and meeting logistics.
Identify opportunities to improve office processes and enhance the overall employee experience.