Office Manager
RichRelevance - New York, NY

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RichRelevance powers personalized shopping experiences for the world’s largest and most innovative retail brands, including Wal-Mart, Sears, Office Depot and others. Founded and led by the e-commerce expert who helped pioneer personalization at Amazon.com, RichRelevance helps retailers increase sales and effectively monetize site traffic by providing the most relevant products, content and offers to shoppers as they switch between web, store and mobile. RichRelevance has delivered billions of dollars in attributable sales for its clients to date, and is accelerating these results with the introduction of a new form of personalized advertising called Shopping Media which allows brands to engage shoppers where it matters most – at the point of purchase on the largest retail sites in world.

Exec Assistant/Office Manager – New York

The Exec Assistant/Office Manager is an extremely visible role in our 14-person NY office. This individual will provide administrative support to up to 2 executives and will be the go-to person for employees, vendors and service providers for all support, supply and office activities. The EA/Office Manager will oversee all office administrative functions (with a roll-up-your-sleeves approach) ranging from facilities management, office supplies, and event planning, and of course full administrative support for the assigned executives.

Executive Assistant:
Manage complex calendars

Complete expense reports

Make travel arrangements

Serve as an “ear” and support to upper management from staff

Support to other managers and staff in office as needed

Coordinate with EAs, HR and other staff in San Francisco HQ

Office Administration

Coordinate Recruiting schedules for personnel to be located in NY or interviewing with NY-based employees

§ Secure various services as needed to ensure a smooth running office. Responsible for researching vendors to identify the best solution, negotiating favorable terms and ensuring contracts are in place.
§ Office Supplies
o Manage office supplies: shop products, place orders, manage vendors and stock supplies. Reconcile and process invoices, monitor budget.
o Maintain kitchen equipment: coffee makers, water dispensers, appliances, etc. ensuring a clean, organized and well stocked kitchen for employees
o Manage food and snack supplies: work with vendors to maintain adequate supply and variety of beverages, snacks, meals and kitchen supplies.
§ Mail
o Handle all incoming and outgoing mail, packages, special deliveries, etc.
o Handle overnight deliveries
§ Reception duties
§ Coordinate with HR for employee morale building, anniversary gifts, birthday celebrations, benefits administration, etc.
§ Facilitate a positive relationship between branch offices and headquarters. Assist in bridging the geographic distance, ensuring staff feel connected and engaged with the company as a whole.
Facilities Management
§ Serve as primary contact for Property Manager and building office (emergency procedures, security, etc.)
§ Coordinate with HR Director on Emergency preparedness and life safety programs.
§ Coordinate with home office on
o Space planning activities, office moves, furniture installments, etc.
o Procurement of furniture, equipment, supplies
§ Keep common areas and conference rooms looking great and well maintained: proactively monitor condition of office and equipment, make recommendations for ongoing maintenance and repairs
Event Planning
§ Organize, schedule and coordinate all offsite and onsite meetings and social events: All Hands meetings (logistical coordination, technological setup), Beer Bashes, meetings, birthday celebrations and success parties
§ Secure catering for all office events and meetings
§ Prepare and distribute various event communications to staff

Required Skills and Experience
§ Initiative, accountability and willingness to do whatever it takes (no project too big or too small!)
§ Excellent organizational skills – be the hub of the office
§ “How can I help?” customer service attitude
§ Experience supporting Execs and managing offices remotely
§ Genuine comfort in a fast paced, rapidly changing environment
§ Demonstrated ability to work independently
§ Creative problem solver
§ Ethics, humility, and integrity
§ Strong attention to detail
§ Ability to maintain strict confidences around highly sensitive information
§ Successful experience supporting a variety of office functions including administration, finance, human resources efforts and facilities management
§ Ability to manage complex projects on time, accurately, and within budget
§ Outstanding interpersonal and negotiation/influence skills
§ Minimum 7-10 years EA/Office Management experience supporting senior management
§ Bachelor’s degree strongly preferred
§ Proficiency with Macs, ICal, Outlook, Word, Excel and PowerPoint software applications

Apply: For consideration, please send a cover letter, and include SALARY HISTORY.

RichRelevance - 21 months ago - save job - - block
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