Office Operations Manager & Executive Assistant

Butterfly Network•New York, NY

2d•Onsite

About The Position

We’re looking for an Office Operations Manager & EA for our New York City, NY office. This role will be a key employee that ensures smooth daily operations within the office requiring 5 days a week full time in the office. The office houses a cross-functional group of individuals ranging from engineering to marketing and sales. This is not a typical front desk receptionist role — this position is for someone who takes ownership of the employee experience and brings energy, creativity, and attention to detail into the workplace every day. The team members within the site office will depend on you to create a productive environment that people are excited and energized to be in, while management will rely on you to create and maintain the office budget and the Butterfly Employee Experience. You’ll play a central role in shaping an office environment — from the way the space looks and feels, to the food we share, to the moments that build culture. Success in this role requires initiative, curiosity, and a true “go-getter” mindset. You’re someone who notices what others don’t, anticipates needs before they arise, and takes pride in delivering thoughtful, polished experiences — all while staying on budget and working closely with leadership. Additionally, this role will include some administrative professional responsibilities where you will be a trusted partner supporting one or two of our executive team members. You’ll partner closely with the Chief of Staff and Executive Assistants to execute seamlessly and collaboratively. As part of our team, your role will be split between both Office Manager and Executive Assistant responsibilities: Office Manager: Proactively manage daily office operations at the New York City, NY location, reporting to the Chief of Staff Greet and assist guests, including executives, volunteers, vendors, consultants, and employees Partner with EA’s and the Chief of Staff to coordinate on-site and off-site meetings and manage conference rooms Plan and arrange NYC based office events and organize catering — bringing fresh ideas, thoughtful touches, and well-executed experiences that elevate team culture Order and stock food, office supplies, new hire swag, and other items with attention to detail and a strong understanding of employee preferences (meals, snacks, and events) Maintain a well-cared-for, welcoming office environment — including keeping plants healthy, kitchens and common areas clean and stocked, and ensuring the space consistently feels organized, fresh, and inviting Stay tapped into NYC culture and bring in new local ideas that keep the office experience feeling fresh and engaging Help manage the annual office budget Liaise with facility management vendors, including cleaning, catering, and security services Act as the office notary Assist staff with shipping and receiving mail and packages, both domestic and international Support both internal and external departments, such as HR and IT, to maintain a safe, clean, and productive environment Work with company leads on company-specific tasks Provide employee support as needed Perform a broad variety of tasks in support of the role and responsibilities EA: Proactively provide support for certain executives, including calendar, administrative, and executive assistance matters: Schedule appointments and coordinate calendars (mostly business, could be some light personal work) Manage email correspondence and phone messages Book business travel as needed Prepare detailed travel itineraries and handle last-minute change or issues Create and approve expense reports Complete errands in NYC as needed Handle sensitive company and personal matters with the utmost discretion Maintain strict confidentiality regarding business and personal affairs

Requirements

Bachelor's Degree required
Highly organized, efficient, and adaptable with experience scheduling and supporting various teams in a fast-paced environment
Self-directed and detail-oriented with the ability to learn quickly and prioritize tasks effectively in a fast-paced and changing environment
Strong desire to play a critical support role
Excellent verbal and written communication skills
Excellent ability to represent Butterfly and its executives in the most professional manner
Experience and ability dealing with highly confidential and material information
Proficiency in Google Calendar, G Suite (Docs, Sheets, Slides) and Microsoft Office
Strong team player with the flexibility to adapt to changing priorities
Ability to interact easily across all levels within the organization
Excellent time management and problem-solving skills

Nice To Haves

Prior work experience with a history of recognition for excellent contributions
Two or more years experience working as an Office Coordinator (or similar)
Administrative experience or projects
An active Notary Public commission in the state of New York

Responsibilities

Proactively manage daily office operations at the New York City, NY location, reporting to the Chief of Staff
Greet and assist guests, including executives, volunteers, vendors, consultants, and employees
Partner with EA’s and the Chief of Staff to coordinate on-site and off-site meetings and manage conference rooms
Plan and arrange NYC based office events and organize catering — bringing fresh ideas, thoughtful touches, and well-executed experiences that elevate team culture
Order and stock food, office supplies, new hire swag, and other items with attention to detail and a strong understanding of employee preferences (meals, snacks, and events)
Maintain a well-cared-for, welcoming office environment — including keeping plants healthy, kitchens and common areas clean and stocked, and ensuring the space consistently feels organized, fresh, and inviting
Stay tapped into NYC culture and bring in new local ideas that keep the office experience feeling fresh and engaging
Help manage the annual office budget
Liaise with facility management vendors, including cleaning, catering, and security services
Act as the office notary
Assist staff with shipping and receiving mail and packages, both domestic and international
Support both internal and external departments, such as HR and IT, to maintain a safe, clean, and productive environment
Work with company leads on company-specific tasks
Provide employee support as needed
Perform a broad variety of tasks in support of the role and responsibilities
Schedule appointments and coordinate calendars (mostly business, could be some light personal work)
Manage email correspondence and phone messages
Book business travel as needed
Prepare detailed travel itineraries and handle last-minute change or issues
Create and approve expense reports
Complete errands in NYC as needed
Handle sensitive company and personal matters with the utmost discretion
Maintain strict confidentiality regarding business and personal affairs