Office Manager and Executive Assistant, NYC Job at Zola.com in New York

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. We are looking for a pro problem solver who has the know-how and experience to think on their feet and be self-sufficient, as well as the desire to cultivate a positive and productive work environment for all. This role will spend approximately 80% of time on Office responsibilities and 20% on Executive Assistant responsibilities. This role is required to be on-site in our NYC office 4 days/week (Monday - Thursday) and will work remotely on Fridays.

Responsibilities:

Office

• 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

Executive Assistant

• 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

Who you are:

• A professional problem solver; must know how to think on their feet and be self sufficient
• Friendly and warm!
• 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
• Previous experience managing an office
• Tech-savvy
• Excellent communication skills
• Extremely organized
• Optimistic attitude & inclusive nature

Qualifications:

• 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

The salary range for this position is $65,000-$75,000

ABOUT ZOLA

We're Zola, the wedding company that will do anything for love. We're reinventing the wedding planning and registry experience to make the happiest moment in our couples' lives even happier. From engagement to wedding and decorating your first home, Zola is there, combining compassionate customer service with modern tools and technology... all in the service of love.

We built our entire platform from the ground-up in 2013, and quickly became the fastest-growing wedding company in the country. Our team has deep experience creating award-winning online and mobile products that are helpful, intuitive, and simply magical. We're proud to have investor partners including Female Founders Fund, Comcast Ventures, Goldman Sachs, Canvas Ventures, Thrive Capital and Lightspeed Venture Partners, among others.

We are passionate about supporting all forms of love, and we're proud of our thriving community of over 2 million couples. We strive to hire a team that is as beautifully diverse as the couples getting married today, and we encourage individuals from every race, gender identity, age, sexual orientation, ethnicity, marital status, religion and perspective to apply. Zola will always be a place where every employee, couple, wedding guest, wedding vendor, and partner will be respected and accepted and valued.

Our headquarters are in NYC, and we have an office in Montreal. Come work with us!