The Role
Manage daily NYC office operations, executive and administrative support, vendors, facilities coordination, supplies, visitors, events, employee experience, and HR administration. Coordinate executive travel, meetings, expenses, onboarding logistics, office access, technology providers, and emergency preparedness. The role requires polished service, discretion, strong organization, proactive problem-solving, and frequent collaboration with People & Culture, Facilities, Technology, and other teams.
Summary Generated by Built In
JOB DESCRIPTION
Office Manager – NYC
People & Culture Department
Reports to: Chief People Officer
The NYC Office Ambassador plays a vital role in creating a welcoming, organized, and highly functional environment for employees, executives, clients, and visitors in our New York City office.
This individual will oversee the day-to-day operations of the NYC office while providing on-site executive and administrative support to o executives based in or visiting the NYC office. The Office Ambassador will also support the People & Culture team with general HR administration, employee experience initiatives, and other projects that help keep our people and workplace running smoothly.
The ideal candidate is highly organized, proactive, service-oriented, and comfortable balancing office operations, executive needs, and HR responsibilities in a fast-paced environment.
EXECUTIVE & ADMINISTRATIVE SUPPORT
TECHNOLOGY & VENDOR MANAGEMENT
OFFICE OPERATIONS & EMPLOYEE EXPERIENCE
HR & PEOPLE ADMINISTRATION
For U.S. Job Seekers, it is the policy of Calcium+Company to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law.
EOE/AA/M/D/V/F.
Office Manager – NYC
People & Culture Department
Reports to: Chief People Officer
Job Summary
The NYC Office Ambassador plays a vital role in creating a welcoming, organized, and highly functional environment for employees, executives, clients, and visitors in our New York City office.
This individual will oversee the day-to-day operations of the NYC office while providing on-site executive and administrative support to o executives based in or visiting the NYC office. The Office Ambassador will also support the People & Culture team with general HR administration, employee experience initiatives, and other projects that help keep our people and workplace running smoothly.
The ideal candidate is highly organized, proactive, service-oriented, and comfortable balancing office operations, executive needs, and HR responsibilities in a fast-paced environment.
Key Job Responsibilities (Duties may include, but are not limited to all or some of the following)
EXECUTIVE & ADMINISTRATIVE SUPPORT
- Provide proactive, high-touch on-site support to the Company executives based in or visiting the NYC office.
- Anticipate executive meeting and office needs and proactively address scheduling, logistical, or administrative challenges.
- Coordinate executive travel arrangements, itineraries, reservations, and related logistics.
- Prepare and process expense reports and reimbursements.
- Coordinate meeting logistics, including conference rooms, technology, catering, agendas, and materials.
- Assist with preparation of meeting materials, presentations, agendas, and summaries as requested.
- Serve as an on-site liaison between executives, employees, visitors, vendors, and other internal or external partners.
- Coordinate executive and client visits to the NYC office.
- Support ad hoc executive projects, events, and administrative requests with discretion and responsiveness.
- Perform general clerical duties such as photocopying, faxing, scanning, mailing, and filing
TECHNOLOGY & VENDOR MANAGEMENT
- Work with the Partner, IT, Cybersecurity, and Facilities to ensure office technology, conference rooms, and other systems are functioning effectively.
- Serve as an on-site point of contact for third-party technology providers, building management, vendors, and service providers.
- Coordinate vendor access and appointments and follow through on outstanding office needs.
OFFICE OPERATIONS & EMPLOYEE EXPERIENCE
- Oversee the daily operations of the NYC office, ensuring a clean, organized, professional, and efficient workplace.
- Serve as a welcoming point of contact for employees, candidates, clients, vendors, and other visitors.
- Manage office supplies and equipment, maintaining appropriate inventory and coordinating orders as needed.
- Manage office food and beverage needs, including Grubhub group orders and other employee meals.
- Oversee incoming and outgoing mail, packages, and deliveries.
- Manage office layout, seating assignments, conference rooms, and workplace needs.
- Coordinate with building management regarding facilities, access, maintenance, repairs, and other office-related matters.
- Partner with Account Services and other teams to coordinate in-office client meetings and events.
- Coordinate employee events, meetings, celebrations, and social activities that support Ca+Co's culture of Nourishment.
- Support emergency preparedness and serve as an Office Ambassador during emergency and evacuation procedures, helping communicate designated meeting locations and account for employees as appropriate.
- Identify opportunities to improve the NYC employee and workplace experience and proactively recommend solutions.
HR & PEOPLE ADMINISTRATION
- Provide general administrative support to the People & Culture team.
- Support the preparation and coordination of employee events, trainings, meetings, and People & Culture programming.
- Assist with new-hire onboarding logistics for employees based in the NYC office, including workspace preparation, first-day coordination, building access, and other on-site needs.
- Help maintain HR documents, trackers, employee information, and administrative records as requested.
- Respond to routine employee questions and direct more complex, confidential, or sensitive matters to the appropriate member of the People & Culture team.
- Support culture and Social Impact initiatives and other employee-experience activities.
- Project-manage or provide administrative support for HR initiatives and processes as needed.
- Handle employee and Company information with a high degree of discretion and confidentiality.
2
Job Qualifications (Skills/Requirements)
- Prior experience in office management, executive assistance, HR administration, workplace experience, or a similar support role, preferably in a fast-paced professional environment.
- Ability to work on-site in our NYC office a minimum of four days per week, with flexibility based on executive, employee, client, and office needs.
- Demonstrated ability to provide polished and responsive support to senior executives.
- Excellent interpersonal and communication skills with a service-oriented approach.
- Strong organizational skills and exceptional attention to detail.
- Excellent time-management skills and demonstrated ability to manage multiple priorities and deadlines.
- Ability to anticipate needs, exercise sound judgment, and solve problems proactively.
- Ability to interact professionally with employees, executives, clients, vendors, and visitors at all levels.
- Demonstrated integrity, professionalism, discretion, and ability to maintain confidentiality.
- Proficiency with Microsoft Office and comfort learning and working within various office and HR systems.
- Ability to work independently while collaborating effectively with the broader People & Culture, Facilities, and Technology teams.
- Flexibility and willingness to step outside of defined responsibilities when necessary to support the team and the business.
For U.S. Job Seekers, it is the policy of Calcium+Company to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law.
EOE/AA/M/D/V/F.
Skills Required
- Prior experience in office management, executive assistance, HR administration, workplace experience, or a similar support role
- Ability to work onsite in the NYC office at least four days per week, with flexibility based on business needs
- Experience providing polished and responsive support to senior executives
- Excellent interpersonal and communication skills with a service-oriented approach
- Strong organizational skills and exceptional attention to detail
- Excellent time-management skills and ability to manage multiple priorities and deadlines
- Ability to anticipate needs, exercise sound judgment, and solve problems proactively
- Ability to interact professionally with employees, executives, clients, vendors, and visitors
- Integrity, professionalism, discretion, and ability to maintain confidentiality
- Proficiency with Microsoft Office and comfort learning office and HR systems
- Ability to work independently and collaborate with People & Culture, Facilities, and Technology teams
- Flexibility to support responsibilities outside defined duties when necessary
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The Company
What We Do
Calcium+Company is an award-winning health communications group dedicated to nourishing companies and brands across their full lifecycle. To collaborate with a broad array of diverse clients and deliver innovative solutions, we’re organized around specialty divisions that include Calcium (healthcare marketing), Vitamin MD (medical communications), PRotein (public relations), Amino (oncology marketing), and Cobalt (commercial planning and market access). Our integrated strategy group, which combines brand, medical, and engagement strategy into one solution, works across Calcium+Company to deliver strategy grounded in behavioral science and data analytics. We are proud of our work but equally proud of our culture and were recently ranked one of MM+M’s 2024 Best Places to Work. Calcium+Company is led by CEO Judy Capano and Group President Greg Lewis. #nourishmentforlife
