About the job
EnergyHub is seeking a highly skilled and proactive Office Manager and Executive Assistant to join our dynamic team in Brooklyn, New York. Reporting directly to the Chief of Staff, you will collaborate closely with our People team to facilitate seamless office operations while providing top-tier administrative support to the CEO and executive team.
This role is essential for our daily operations, and as such, it requires presence at our Brooklyn office five days a week.
Main Responsibilities
Office Management
- Establish and maintain strong relationships with vendors, service providers, and the landlord, ensuring timely invoicing and payments.
- Oversee the management of the company’s corporate credit card and ensure all invoices are processed punctually.
- Administer purchase orders and monitor budgets for recurring expenses.
- Maintain and manage the budget for office supplies efficiently.
- Work in partnership with IT to manage facility and technology requirements, ensuring conference rooms are equipped with necessary supplies for meetings.
- Plan and coordinate arrangements for company visitors, including catering and workspace preparation.
- Collaborate with janitorial staff to ensure the office is cleaned thoroughly on a weekly basis.
- Communicate office policies and manage guest flow effectively.
- Ensure that new hires are registered in the building security system and receive their access passes on their first day.
- Coordinate weekly EnergyGrub lunches, considering dietary needs.
- Update the company calendar with lunch details and be present to facilitate the unpacking of meals.
- Monitor inventory in the office pantry and refrigerator, being mindful of dietary restrictions.
- Perform general office duties as required.
Employee Engagement
- Oversee biweekly communications for new employees, including photo displays.
- Actively represent our culture and core values within the workplace.
Executive Assistance
- Manage the schedules, calendars, appointments, and expenses of the President and executive team.
- Ensure timely processing of invoices and reimbursements for the President.
- Perform additional duties as assigned.
