Office Manager and Executive Assistant, NYC

$65,000 - $75,000/Yr

Zola.Com - New York, NY

Full-time - Mid Level

New York, NY

Sporting Goods, Hobby, Musical Instrument, Book, and Miscellaneous Retailers

About the position

Zola is seeking an experienced Office Manager and Executive Assistant to oversee the daily operations of our NYC office and provide support for our Co-CEOs. This role is essential for maintaining a positive and productive work environment, with approximately 80% of the time dedicated to office management and 20% to executive assistance. The position requires on-site presence in the NYC office four days a week, with remote work on Fridays.

Responsibilities

• Act as the front desk receptionist; provide a friendly welcome to employees and guests; direct them to the appropriate person when needed.
• Maintain a clean and organized workspace including the upkeep of conference rooms, kitchens, common areas, etc.
• Manage the facilities of our 40,000 sq ft office including maintaining contracts with service providers, scheduling repairs, etc.
• Act as a liaison with building management.
• Manage inventory and ordering of office supplies and snacks.
• Assist with new employee onboarding, recognition efforts for current employees, and other People related initiatives.
• Plan & execute office events, meetings, parties, etc. within set budgets; including annual all company Town Hall meeting.
• Act as liaison between Zola and space occupants on the floor; providing office support and proactive communication on building related items.
• Managing and owning the calendars of the Co-CEOs (and helping with any other Executives who need scheduling assistance).
• Organizing and scheduling all internal and external meetings, including quarterly Board of Directors meeting.
• Working with our Business Managers to execute our bi-weekly All Team Meeting; including the agenda, presentations, celebrations, etc.
• Scheduling and planning all Leadership team outings.

Requirements

• 2-5 years working experience in an office management position.
• Great with computers and administrative tasks.
• Experience with Google calendars (scheduling and managing multiple calendars at once).
• Excellent verbal and written communication skills.
• Experience working and communicating with c-suite executives.
• Collaborative spirit willing to take on anything.

Nice-to-haves

• Professional problem solver; must know how to think on their feet and be self-sufficient.
• Friendly and warm demeanor.
• Proactive; excited to take the initiative to see what else needs to be done outside this job description and get it done to the highest quality possible.
• Strong attention to detail.
• Flexible and willing to lend a hand wherever needed.
• Able to juggle multiple tasks, priorities, and personalities.
• Tech-savvy.
• Extremely organized.
• Optimistic attitude & inclusive nature.

Benefits

• Competitive salary range of $65,000 - $75,000 per year.
• Hybrid work model with remote work on Fridays.
• Supportive and inclusive work environment.