Office Manager

Voltera Power•Brooklyn, NY

47d•Hybrid

About The Position

Voltera is seeking a highly organized, proactive, and service-oriented Office Manager to ensure the smooth operation of its Brooklyn office and provide high-level administrative support to the CEO and Executive Leadership Team. This role will manage daily workplace operations, handle complex executive scheduling and meeting logistics, and collaborate with the People Team on company-wide events and offsites. The ideal candidate is a resourceful self-starter who anticipates needs, communicates effectively, and excels in a fast-paced environment with strong organization and follow-through.

Requirements

3+ years of experience in office management, workplace operations, executive assistance, administrative support, People Operations, or a similar role.
Experience supporting senior executives and coordinating complex calendars, meetings, and event logistics.
Strong organizational and project management skills, with exceptional attention to detail and reliable follow-through.
A proactive, service-oriented approach and the ability to anticipate needs, identify gaps, and take ownership with limited direction.
Excellent written and verbal communication skills, with the judgment and professionalism to work with employees, executives, Board members, and external partners.
Ability to manage multiple priorities, adapt quickly as needs change, and handle confidential or sensitive information with discretion.
Proficiency with Microsoft 365, including Outlook, Word, Excel, and PowerPoint
Ability to work from Voltera’s Brooklyn office at least three days per week, with additional onsite availability for key meetings and events.

Nice To Haves

Experience coordinating Board meetings, company offsites, All Hands meetings, or other large-scale employee events.
Experience working in a fast-paced, growing, or entrepreneurial organization.
Familiarity with workplace access, visitor management, vendor management, or facilities-related processes.
Experience supporting hybrid or geographically distributed teams.
Interest in sustainability, transportation, energy, or climate technology.

Responsibilities

Own the day-to-day operations of Voltera’s Brooklyn office, ensuring the space is organized, welcoming, stocked, and ready for employees and visitors.
Manage incoming and outgoing mail and packages, including sorting, distributing, filing, and coordinating shipments as needed.
Coordinate office lunches, catering, snacks, supplies, repairs, and other workplace needs; serve as the primary contact for building management and office vendors.
Prepare conference rooms and shared spaces for executive, Board, customer, candidate, and company-wide meetings, including coordinating materials, technology, catering, and day-of logistics.
Provide administrative support to members of the Executive Leadership Team, including complex calendar management, internal and external scheduling, travel coordination, and follow-up support.
Partner with the People Team to coordinate All Hands meetings, team events, employee engagement activities, new-hire onsite logistics, and company offsites, including venues, travel, meals, materials, attendee tracking, and onsite support.
Maintain workplace calendars, trackers, files, and documentation; identify opportunities to improve office processes and partner with People, IT, Security, Finance, and other teams to support a seamless employee experience.
Perform additional responsibilities as assigned.