Office Manager (NYC)

Position: Office Manager | Location: New York, NY | Start Date: Immediate

The Gramlist team is seeking a highly organized and driven full-time Office Manager / Executive Assistant who is sharp, outgoing, confident, and possessed with impeccable written communication skills and strong common sense. This candidate will play a crucial role in continuing to make office culture exciting, productive and fun. You are a Jack / Jill of all trades who is great at working autonomously and rolling up your sleeves for big and small jobs.

This is not a lifetime assistant role. This is a jumping off point to a career at the cutting edge of social media and digital marketing. 

This person will handle overall office operations, assist the Chief Executive Officer (CEO) and Chief Operations Officer (COO) on administrative and other initiatives, and help with office budgeting and financial management. You should feel comfortable driving real change in our operations when you see an opportunity to improve the way(s) we work. This role is a fantastic opportunity for someone who wants to gain insight into the digital media industry & human resources, while also gaining practical experience in office management.

Who we are:

The Gramlist is a four year old full-service, influencer marketing platform and agency that connects the world’s best brands with their ideal consumers by sparking authentic conversations within the social media ecosystem. Using proprietary software, we have a proven track record in executing data-backed micro-influencer campaigns that garner measurable results. We work with businesses ranging in size from pre-seed startups to Fortune 500 companies across all verticals. Our manifesto is anchored in authenticity, discovery, and amplification.

The best is yet to come…

 

Tasks and Opportunities:

  • Manage all administrative duties for the CEO & COO.  Assist in managing their calendars, travel, expenses, meeting preparation, and other aspects of their jobs. Be prepared to take on special projects and delegated tasks.
  • Oversee the overall operations and efficiency of the office
  • Work with senior executive team on various tasks, including confidential human resources initiatives:  
    • Oversee and maintain all documents and logistical matters related to new employee hires, including an onboarding manual, offer letter, welcome packages, equipment set-up, etc.  
    • Manage office floor plans, space allocations, and create setup for all new employees. Oversee and manage all aspects of employee moves.
    • Oversee and maintain all employee related documents including organizational charts, job descriptions, and employee review documents.  
    • Coordinate interviews for open job positions, employee review process, and assist employees with benefits questions.  
    • Maintain an overall positive work environment through helping to set and define the culture of the office.  Coordinate all-staff meetings, team outings, volunteer opportunities, and retreats.
  • Participate in Senior Management meetings and assist in developing the agenda
  • Manage events for The Gramlist, including influencer breakfasts, corporate events/parties, and all staff team-building events. Work with finance to establish a budget, research options (venues, location sites, transportation, catering, permits as necessary, etc.), develop proposals and make recommendations, select vendors and sign contracts ensuring competitive pricing and oversee execution
  • Serve as point of contact for building management and facilities regarding building policies and work to be done or issues relating to maintenance of the space; IT & Telecommunications regarding purchased employee equipment; other vendors as needed; order office supplies
  • Greet guests warmly and professionally
  • Complete monthly T&E reports and pay department invoices
    • Assist with monthly financial close, expense review, accounts payable, and collections.

Requirements:

  • At least 1 year of experience as an office manager, administrative/executive assistant, operations or sales assistant, or in another relevant role
  • Bachelor’s Degree
  • Deep understanding of Microsoft Office Programs (Word, Outlook, PowerPoint) and G Suite Programs
  • Ability to multi-task, be flexible, and work well under pressure
  • Basic knowledge and interest in social media platforms, particularly Instagram
  • A high level of tact and discretion in handling confidential matters
  • Highly Organized and fast learner who exhibits strong judgement and decision-making skills
  • Excellent written and verbal communication skills
  • Proactive and results-oriented — Someone who takes ownership and accountability
  • Solutions-driven and ‘get-it-done’ mentality

To Apply:

Email us at [email protected] with your resume and cover letter attached. Additionally, if you have a public presence on the web you’d like to highlight, feel free to share.

Email Subject: Office Manager // YOUR NAME