business office manager

Goodwin Recruiting

<div>
 
 To Apply for this Job Click Here
 
 
 
 Office Manager &ndash; City, State
 
 
 Join a respected food production organization as the office manager at a key facility, where you&rsquo;ll play a vital role in driving efficiency, organization, and collaboration every day. This is an opportunity to make an immediate impact and enjoy a supportive, inclusive environment with excellent benefits.
 
 
 
 Office Manager Benefits &amp; Compensation
 
 
 
 <ul>
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 $68,000 per year salary
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 401(k) matching program
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 Healthcare program with up to 84% employer coverage
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 Generous paid vacation and sick time
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 Commuter benefits
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 Gym benefits
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 Free meal provided during shifts
 
 
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 </ul>
 
 Office Manager Requirements &amp; Qualifications
 
 
 
 <ul>
 <li>
 High school diploma or equivalent required; Associate&rsquo;s degree in office administration or related field preferred
 </li>
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 Minimum 3 years of administrative and clerical experience
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 Strong organizational and communication skills
 
 
 </li>
 </ul>
 
 Office Manager Preferred Background &amp; Skills
 
 
 
 <ul>
 <li>
 Proficiency in Spanish a plus
 </li>
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 Experience in food production or food industry a plus
 
 
 </li>
 </ul>
 
 Office Manager Day-to-Day Responsibilities
 
 
 
 <ul>
 <li>
 Oversee general administrative functions and daily office operations
 </li>
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 Provide clerical support, including managing correspondence, mail, and document preparation
 </li>
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 Maintain inventory of office and kitchen supplies
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 Manage insurance and documentation for company vehicles
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 Handle vendor invoicing, quote requests, and coordinate facility maintenance visits
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 Liaise with general managers and wholesale partners to resolve invoice and delivery issues
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 Maintain up-to-date knowledge of emergency procedures and execute necessary documentation
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 Support operational compliance and ensure accurate recordkeeping
 
 
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 </ul>
 This is your chance to thrive in a dynamic environment and ensure smooth operations at a leading facility. If you&rsquo;re organized, proactive, and ready to take ownership, we&rsquo;d love to hear from you!
 
 
 
 JOB ID
 
 : 172400 #post
 
 
 Emily Lauro
 
 
 
 To Apply for this Job Click Here
 
 
 
 , $67,500 - $68,500,
 
 
</div>

Office Manager JN -032026-172400

Avoca

<div>
 
 
 About Avoca
 
 
 
 Avoca is transforming how home service companies engage with their customers. Our AI-powered conversational agents handle every high-value inbound call, including booking jobs, qualifying leads, and driving higher revenue&mdash;all at a speed and consistency unmatched by human call centers.
 
 
 We&rsquo;ve expanded to 100 employees in under two years, backed by a high-energy, in-office culture across our NYC headquarters and Santa Barbara office. In a $500B+ market where missed calls mean lost business, we&rsquo;re building the category-defining platform for AI-driven customer engagement.
 
 
 We&rsquo;re serving the largest brands in home services, and grew 10x in 2025. With a high-performance, in-office team in NYC, we&rsquo;re moving fast to capture a massive, underserved market where 85% of missed calls go to competitors. Every hire here has an immediate and visible impact.
 
 
 
 
 
 
 About the Role
 
 
 
 We're looking for a proactive, detail-oriented
 
 Office Manager
 
 to own the day-to-day operations of our workspace. You'll be the go-to person for everything that keeps the office running, and the person who makes sure it runs well before anyone has to ask.
 
 
 This is a high-ownership, execution-focused role with direct impact on how the team experiences the office every day.
 
 
 
 
 
 
 What You&rsquo;ll Do
 
 
 <ul>
 <li>
 Own inventory, ordering, and restocking for office supplies, kitchen consumables, and tech accessories
 </li>
 <li>
 Manage vendor relationships across building management, food and beverage, cleaning services, and AV
 </li>
 <li>
 Oversee building access protocols, visitor check-in, and facilities coordination
 </li>
 <li>
 Maintain shared tech inventory and ensure conference room A/V is always functional
 </li>
 <li>
 Keep shared spaces bookable, stocked, and equipped as the team grows
 </li>
 <li>
 Support new hire onboarding logistics and help coordinate office events and social programming
 </li>
 <li>
 Track office spend, manage purchasing within approved limits, and oversee vendor contracts and subscriptions
 </li>
 </ul>
 
 
 
 
 
 What You&rsquo;ll Bring
 
 
 <ul>
 <li>
 2 to 5 years of experience in office management, facilities, or workplace operations
 </li>
 <li>
 Organized, proactive, and resourceful &mdash; you fix things before anyone has to ask
 </li>
 <li>
 Strong communicator comfortable working across teams and managing vendor relationships
 </li>
 <li>
 Familiar with tools like Slack, Notion, and Google Workspace
 </li>
 <li>
 Bonus: experience in a startup environment or with office event planning
 </li>
 </ul>
 
 
 
 
 
 Why Avoca
 
 
 
 At Avoca, you'll be part of a team building a category-defining company at the center of a massive market opportunity. We're fast-moving and collaborative, with a culture built for people who thrive on speed, iteration, and impact.
 
</div>

Office Manager

Xcede

<div>
 
 Leading Privately Held Financial Services Firm - Office &amp; Reception Manager &ndash; NYC
 
 
 
 
 
 We are seeking a highly polished &amp; organized Office &amp; Reception Manager to oversee day-to-day office operations and front desk management for a Leading Privately Held Financial Services Firm in their New York location.
 
 
 
 
 
 You would be supporting their Professional Services and Capital Solutions groups across two floors, ensuring a client-ready office environment, seamless visitor experience, and strong operational execution. You would lead office remodeling projects, furniture procurement, and vendor management to maintain a premium workplace experience.
 
 
 
 
 
 Overview:
 
 
 &bull; Manage front desk operations including visitor experience, guest registration, mail/package handling, and phone/email routing.
 
 
 &bull; Own daily facilities operations across two floors, maintaining a professional, clean, and fully functional office environment.
 
 
 &bull; Serve as primary liaison with building management and coordinate service requests, repairs, and maintenance.
 
 
 &bull; Oversee conference room readiness, meeting setup, catering coordination, and hospitality support for client-facing meetings.
 
 
 &bull; Manage office vendors (cleaning, pantry, catering, maintenance, security, supplies) and monitor service quality.
 
 
 &bull; Lead office remodeling, refresh, and improvement projects including planning, vendor sourcing, project coordination &amp; execution.
 
 
 &bull; Manage office furniture purchasing, including vendor selection, ordering, delivery coordination, and workspace setup.
 
 
 &bull; Support space planning, seating assignments, office moves, onboarding desk setup, and badge/access coordination.
 
 
 &bull; Partner with Finance/AP to manage invoices, purchase requests, and budget tracking for facilities and office operations.
 
 
 
 
 
 It is an established organization which is experiencing significant growth which offer competitive benefits &amp; growth potential.
 
 
 
</div>

Baseten

<div>
 
 About Baseten
 
 
 
 Baseten powers mission-critical inference for the world's most dynamic AI companies, like Cursor, Notion, OpenEvidence, Abridge, Clay, Gamma and Writer. By uniting applied AI research, flexible infrastructure, and seamless developer tooling, we enable companies operating at the frontier of AI to bring cutting-edge models into production. We're growing quickly and recently raised our $300M Series E, backed by investors including BOND, IVP, Spark Capital, Greylock, and Conviction. Join us and help build the platform engineers turn to to ship AI products.
 
 
 
 THE ROLE
 
 
 
 
 Note: This is an in-person role based in New York, and we&rsquo;d like you in the office five days a week.
 
 
 
 As our Office Manager, you&rsquo;ll own the rhythms and details that make the New York office work: facilities coordination, vendor management, supplies and pantry programs, visitor and onboarding readiness, and a high bar for cleanliness and functionality.
 
 
 This role is hands-on and highly collaborative. Baseten moves
 
 fast
 
 , and you should be ready to hit the ground running. You&rsquo;ll report to the Workplace Experience Manager, be a founding member of our Workplace Experience Team (WPX) and partner with IT, People Ops, and EA&rsquo;s to proactively solve problems before they impact employees.
 
 
 This role is based in hospitality with employees as the customers. You&rsquo;ll create an exceptional workplace experience by pairing high-touch hospitality with high-precision execution. Employees will know you as the calm, friendly point of contact, while you quietly orchestrate vendors, access workflows, and last-mile details behind the scenes so the office runs smoothly every day.
 
 
 
 OUR NEW YORK OFFICE
 
 
 
 <ul>
 <li>
 Union Square
 </li>
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 Up to 100 people onsite per day
 </li>
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 Rapidly growing, with frequent visitors
 </li>
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 ~9k sq ft
 
 
 </li>
 </ul>
 
 Responsibilities
 
 
 
 
 Events and culture
 
 
 
 <ul>
 <li>
 Plan and execute a thoughtful calendar of employee-facing events.
 </li>
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 Own NY-based event production end-to-end: vendor sourcing, catering and rentals, contracts, run-of-show, onsite setup, and day-of execution.
 </li>
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 Support logistics for team onsites hosted in NY, including space setup, catering coordination, and on-the-ground execution.
 </li>
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 Track budgets, contracts, and feedback to continuously improve quality and efficiency.
 </li>
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 Partner with the Workplace Experience team to support planning and execution of bi-annual company off-sites (logistics, vendor coordination, onsite support as needed).
 
 
 </li>
 </ul>
 
 Office operations and facilities
 
 
 
 <ul>
 <li>
 Serve as the first point of contact for employees and guests, creating a welcoming, professional experience.
 </li>
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 Own daily office operations: shared space upkeep, inventory management, and lunch/pantry/coffee programs.
 </li>
 <li>
 Manage relationships with building management and service vendors (janitorial, maintenance, repairs, security), including contracts and COIs.
 </li>
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 Oversee physical security and access processes (badge coordination, visitor workflows, vendor access, and compliance with building requirements).
 </li>
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 Partner with the IT team to ensure office-facing systems (A/V, conference rooms, access workflows) function reliably.
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 Identify and implement process improvements that reduce friction and increase reliability.
 </li>
 <li>
 Support employee travel between offices including making sure they have access, lunch and a desk.
 
 
 </li>
 </ul>
 
 Space and workplace logistics
 
 
 
 <ul>
 <li>
 Support new hire onboarding logistics, including workspace setup.
 </li>
 <li>
 Maintain seating plans and manage desk moves, team reconfigurations, and workspace assignments.
 </li>
 <li>
 Anticipate workspace and supply needs (desks, chairs, monitors, meeting rooms, shared supplies) and coordinate procurement.
 </li>
 <li>
 Partner with the Workplace Experience Manager to support office buildouts, expansions, and moves as needed.
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 3&ndash;5+ years of experience in office management, workplace operations, facilities coordination.
 </li>
 <li>
 Ability to work autonomously as you&rsquo;ll be the only WPX member in NY
 </li>
 <li>
 Strong vendor management skills, including working through issues quickly and professionally.
 </li>
 <li>
 Excellent organizational habits and follow-through, with comfort juggling multiple requests at once.
 </li>
 <li>
 Experience bringing people together and creating space for culture in a rapidly changing environment (e.g., local programming, office moments, team rituals).
 </li>
 <li>
 High attention to detail and pride in running a tight, welcoming office.
 </li>
 <li>
 Clear written and verbal communication skills.
 </li>
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 Calm under pressure, adaptable, and proactive about solving problems before they escalate.
 </li>
 <li>
 Availability and interest in being onsite in our New York office five days a week.
 </li>
 <li>
 Availability to accommodate early or late hours as needed for event production and onsite coordination.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive compensation, including meaningful equity.
 </li>
 <li>
 100% coverage of medical, dental, and vision insurance for employee and dependents
 </li>
 <li>
 Generous PTO policy including company wide Winter Break (our offices are closed from Christmas Eve to New Year's Day!)
 </li>
 <li>
 Paid parental leave
 </li>
 <li>
 Company-facilitated 401(k)
 </li>
 <li>
 Exposure to a variety of ML startups, offering unparalleled learning and networking opportunities.
 
 
 </li>
 </ul>
 
 Apply now
 
 to embark on a rewarding journey in shaping the future of AI! If you are a motivated individual with a passion for machine learning and a desire to be part of a collaborative and forward-thinking team, we would love to hear from you.
 
 
 
 At Baseten, we are committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.
 
 
 
 Compensation Range: $110K - $135K
 
 
</div>

Office Manager (New York)

HNTB Corporation

<div>What We're Looking For
The time is right to join HNTB! We are currently seeking an Office Finance Manager in our New York, NY office. The New York office of HNTB Corporation was named among the 100 Best Places to Work in New York City, according to Crain&rsquo;s New York Business.
Strong Finance Team Leader that is success and results oriented.
Finance Team Leader for HNTB&rsquo;s largest office located in New York City with an annual operating budget that exceeds $180+ million gross revenue, comprised of five separate project portfolios and multiple P&amp;Ls. Fiduciary responsibility for the integrity of office financial data. Oversees all project finance staff, work, and processes. Develops and works through others to deliver results around the following areas:
<ul><li>People. Provides oversight for the hiring, supervision, management, and retention of Finance Team members. Accountable for all aspects of Career Planning &amp; Development process, including goal setting, coaching, and performance evaluation. Leads in a decisive and empathetic/caring manner.</li>
<li>Development &amp; Succession. Leads and provides opportunities for on-going mentoring and training to support 4for4 Delivery. Identifies and implements targeted &ldquo;stretch assignments&rdquo; for long term career growth for team members. Ensures every role &amp; process has a clear succession plan to aid in upward career mobility.</li>
<li>Strategic Focus. Works through others and ensures Finance Team has culture of delegation and accountability. Leads by setting this example. Balances workload and staffing between each portfolio team &amp; across staff with the same job responsibilities. Ensures appropriate staff levels and adapts Finance Team organization to meet changing needs of a growing office and dynamic market. Will not have direct project financial management responsibilities.</li>
<li>Results Focus. Drives regular daily/monthly/weekly cadence for Finance Team. Works with Office Management to identify and resolve items that affect operational performance. Understands that 4for4 Delivery is a team sport. Takes accountability for items within Finance control and drives results by working collaboratively with and ensuring appropriate focus by others outside the Finance Team.</li>
<li>Continuous Improvement. Advocates for improvements necessary for the Finance Team to function more efficiently &amp; reducing non-value added time. Leads initiatives with other internal financial stakeholders (billing, audit, etc.) for betterment of the office and HNTB. Implements processes, assesses performance, and adapts based on results and lessons learned.</li>
<li>Success Orientation. Ensures Finance Team is proactive, collaborative, and focused on accurate representation of job-end project performance. Understands the importance of monthly/yearly operational metrics but has courage to escalate potential risks timely.</li>
<li>Finance Engagement in end-to-end Project Lifecycle. Champions early assignment and engagement of Finance Team resources throughout the project lifecycle. Working with Sales and Delivery, ensures engagement in work planning and before proposals are submitted. Ensures strong financial support of cost analysis, invoicing, forecasting, and revenue recognition while projects are in flight. Focuses on project closeout, retainage, and data cleanup.</li>
<li>Pursuit Tracking &amp; Project Profitability. Champions gross margin performance analysis, before the preliminary go/no go decision-making stage. Working with Sales, manages process to track pursuit costs against planned expenditure / operating budget. Makes recommendations for maximizing profitability for both projects &amp; office.</li>
<li>Budgeting and Forecasting. Leads / manages annual office operating budgets &amp; forecast process for NYO design and on-location offices that are maintained by Portfolio Finance Managers. Works with Sales, Delivery, Operations, and Department Managers to develop key budget inputs. Maintains year-end forecast of projected performance and risk assessment. Develops financial models used in developing Strategic Plan.</li>
<li>Variance and Risk Tracking. Analyzes office financial performance and variances. Responsible for coordinating reporting of performance variances to sales, revenue, earnings, contribution, profitability, and cash. Makes concrete recommendations based on analysis, and works with the Office Management Team to prioritize corrective actions as required to meet goals.</li>
<li>Education &amp; Onboarding. Educates and works proactively with office leadership, project managers, and project finance staff around financial principles. Assists where required in onboarding new hires to HNTB&rsquo;s Sophisticated Approaches as they relate to financial requirements.</li>
<li>Data accuracy. Responsible for accuracy of NYO system data &ndash; including project financials, revenue, cash, and labor forecasts. Works with Sales, Operations, Delivery, Department Management, and Project Managers to ensure system-generated backlog and revenue forecasts are accurate and can be relied upon for strategic planning and operational budgeting at any time.</li>
<li>Customer Focus. Ensures the Finance provides excellent support across each department and 4for4 project support. Regularly checks in with project managers and department managers. Delivers on-time to corporate deadlines for month-end close, reporting, and budgeting/forecasting. Drives improved staff billability by increasing value provided to project teams.</li>
<li>Early Warning System. Keeps Office, Division, and Corporate leadership informed on issues and corrective actions that impact profitability and cash flow. Ensures reporting activities are used to drive value in identifying areas to focus for improved operational performance &amp; leadership follow-up.</li>
<li>Fiduciary and Compliance. Evaluates and ensures compliance of contractual business obligations in the areas of Contracting, Cash Management, Subcontract management, Change management, Cost Management and Financial controls. Fiduciary responsibility for New York Operation.</li>
</ul>What You&rsquo;ll Do:
<ul><li>Partners with office leadership in the preparation of strategic planning and operating budget (and quarterly updates) and plays an active role in the evaluation and implementation of strategic initiatives. Monitors monthly results, conducts financial analysis, and provides recommendations for improved performance.</li>
<li>As a member of the OMT, responsible for initiating or supporting solutions, profitability enhancements and process improvements to meet the office goals. Coordinates reporting of performance variances to contribution, earnings, and cash.</li>
<li>Organizes and leads a highly effective project finance team with the resources, skills, and abilities to best serve the office&rsquo;s needs. Recruits, hires, onboards, develops, and retains staff. Responsible for all aspects of Career Planning and Development process consisting of, goal setting, coaching, performance evaluation, and compensation review.</li>
<li>Leads office month-end reporting and revenue recognition activities that adhere to the revenue recognition policy. Responsible for maintaining the integrity of the financial data that results in accurate reporting and projecting of our financial results through quality assurance and cost control methods. Consults with office leadership, project managers, delivery, and project finance team to provide an accurate representation of the earnings on our projects by maintaining current and accurate project backlog, reserve reviews, reporting, and revenue projections.</li>
<li>Provides financial management guidance to the pursuit, project management, and finance teams to ensure appropriate setup and delivery of contractual business obligations in the areas of contracting, cash management, subcontract management, change management, cost management, and financial controls.</li>
<li>Engages in the pursuit process to advantageously position HNTB for successful project delivery. Utilizes knowledge of contract terms to influence favorable proposals that will optimize the project&rsquo;s cash and profitability outcomes. Provides analysis, strategic planning, and supporting resources to execute HNTB's Sophisticated Approach to Cash during the discovery and planning phases, including strategies for assessing and optimizing client profitability performance.</li>
<li>Participates in the office's contract review and negotiations process in accordance with firm processes and policies. Drives successful contract outcomes and contributes to contracting strategies that improve profitability. Champions gross margin performance analysis, and payment and compensation term reviews to make recommendations that maximize our cash performance.</li>
<li>Champions office cash management goals, ensuring effective cash collections and timely resolution of delinquent billings. Offers financial forecasting, modeling, and analysis to guide office and project teams in adhering to standardized business processes for financial discipline throughout the client/project lifecycle. Acts as an office liaison with the cash management organization to achieve collaborative and positive results.</li>
<li>Collaborates with office leadership in achieving budgeted overhead expenses. Analyzes budgeted adherence of non-labor overhead and advises office management on new strategies or initiatives to manage overhead expenses and maintain sound business practices more effectively.</li>
<li>Performs other duties as assigned.</li>
</ul>What You&rsquo;ll Need:
<ul><li>Bachelor&rsquo;s degree and 10 years of financial, project accounting/analysis, or related experience</li>
<li>2 years of people management experience</li>
<li>8 or more direct and indirect line finance reports, Administration positions are excluded</li>
<li>In lieu of education, 14 years of relevant experience and 2 years of people management experience</li>
</ul>Knowledge Skills and Abilities:
<ul><li>Proven ability to delegate and remain strategically focused while ensuring an assigned team follows through on all required day-to-day responsibilities</li>
<li>Proven team building capabilities, that demonstrates a sincere interest in others&rsquo; careers</li>
<li>Proven results orientation with desire and ability to coach and mentor staff</li>
<li>Proven ability to enhance business processes to deliver improved efficiency and results</li>
<li>Proven ability to identify and resolve issues in a cross-functional fast-paced environment</li>
<li>Proven analytical skills using Microsoft Excel</li>
<li>Knowledge of Project Controls/Project Management Processes</li>
<li>Effective communication skills, written and verbal</li>
<li>Proficient understanding of financial operating metrics and concepts</li>
<li>Understands how to develop, manage and maintain an annual operating budget</li>
<li>Ability to effectively solve problems independently</li>
</ul>Additional Information
Click here for benefits information: HNTB Total Rewards
Click here to learn more about Equal Opportunity Employer/Disability/Veteran
Visa sponsorship is not available for this position.
\#DG #FinanceAccounting #LI-DG1
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Locations:
Newark, NJ, New York, NY, White Plains, NY (Westchester Hudson Valley)
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The approximate pay range for New York is $150,500.15 - $300,511.68. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual&rsquo;s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.
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The approximate pay range for New Jersey is $165,550.16 - $288,491.20. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual&rsquo;s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.
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The approximate nation wide pay range for this position is $150,500.15 - $300,511.68. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual&rsquo;s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.
.
NOTICE TO THIRD-PARTY AGENCIES:
HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.
Job Type: Regular
Full/Part Time: Full time
Job Category: Finance Group
ReqID: R-29465</div>

Office Finance Manager

Savvy Wealth

<div>
 
 About Savvy Wealth
 
 
 
 Wealth management is a $545 billion industry in the US, yet remains archaic and inefficient with low technology penetration. 75% of financial advisors don&rsquo;t offer digital communication beyond email, and 62% still build financial plans manually in Excel. This leads to a poor client experience and results in financial advisors spending over 70% of their time on non-client facing, manual work.
 
 
 Savvy is changing that. We&rsquo;re building the most advisor-centric platform in wealth management: a digital-first solution that modernizes human financial advice. Advisors who partner with Savvy tap into AI-powered software, automated sales and marketing, and seamless back office workflows to scale faster and spend more time with clients.
 
 
 We&rsquo;ve raised over $105M to date from Thrive Capital, Index Ventures, Canvas Ventures, Mark Casady (former LPL Financial CEO), and other top-tier investors. Our team is made up of repeat founders and operators who&rsquo;ve helped build Airbnb, Square, Brex, Carta, Facebook, $200B+ RIAs, and more.
 
 
 Savvy is at a pivotal point in its growth trajectory, having established strong product-market fit in providing a modern platform to financial advisors. We&rsquo;ve surpassed $5.1 billion in AUM in less than three years, grown 600%+ in the last 18 months, and are entering the next phase of the company which involves rapid expansion of our product offering and continued revenue growth. Come help us scale!
 
 
 
 The Role
 
 
 
 This is an opportunity to join Savvy during a period of growth and play a hands-on role in supporting our in-office employee experience. As
 
 Office Manager
 
 , you&rsquo;ll focus on executing day-to-day office operations and supporting onsite logistics as we continue to scale our hybrid model.
 
 
 This role is ideal for an organized, detail-oriented operator early in their People or Workplace Operations career who enjoys being hands-on, responsive, and execution-focused. You&rsquo;ll work closely with members of the People, IT, and Finance teams to ensure the office runs smoothly and employees have a positive in-office experience.
 
 
 Your work will directly impact how employees experience Savvy on a daily basis &mdash; from arriving at the office to participating in onsite onboarding and events.
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Support day-to-day office operations, including office opening and closing routines, front desk and guest experience, supplies and inventory tracking, cleanliness and maintenance coordination, and handling day-to-day office issues as they arise
 </li>
 <li>
 Lead office-related projects end-to-end, including vendor management, space planning support, coordination of future office needs, office inventory management and ordering for supplies, food, and beverages, and mail receipt, sorting, and distribution."
 </li>
 <li>
 Coordinate facilities and space logistics, such as desk assignments, conference room scheduling, AV and IT coordination, and supporting hybrid work schedules; assist with office reconfigurations or moves under guidance from senior team members
 </li>
 <li>
 Assist with vendor coordination, including communicating with office-related vendors, tracking contracts and invoices, and escalating issues or questions as needed
 </li>
 <li>
 Execute office programs and events, including in-office events, team gatherings, onsite onboarding logistics, and employee celebrations, with guidance and direction from the People team
 </li>
 <li>
 Help maintain office safety and security processes, including badge access coordination, emergency preparedness documentation, and reporting issues or incidents to the appropriate teams
 </li>
 <li>
 Support equipment and asset logistics, such as laptop and equipment coordination, asset tracking, basic office technology troubleshooting, and coordinating repairs or replacements with IT
 </li>
 <li>
 Provide logistical support for visitors, interviews, meetings, catering, and conference room scheduling as needed
 </li>
 <li>
 Work cross-functionally with IT, Finance, and People teams to execute shared operational tasks and ensure smooth handoffs related to onboarding, offboarding, and office access
 </li>
 <li>
 Maintain office documentation, including playbooks, SOPs, vendor contacts, emergency procedures, and internal office guidelines
 </li>
 <li>
 Support the physical employee experience, helping keep the office organized, welcoming, and functional, and sharing employee feedback with the People team
 </li>
 <li>
 Assist with employee lifecycle logistics, including onboarding setup, offboarding coordination related to access and equipment, and supporting transitions in partnership with the People team
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 You have 2&ndash;4 years of experience in office management, workplace operations, People Ops coordination, or a similar operational role
 </li>
 <li>
 You enjoy hands-on, execution-focused work and are comfortable responding to day-to-day needs
 </li>
 <li>
 You&rsquo;re highly organized, detail-oriented, and reliable with follow-through
 </li>
 <li>
 You&rsquo;re comfortable asking questions and escalating issues when needed
 </li>
 <li>
 You bring a service-oriented mindset and care deeply about employee experience
 </li>
 <li>
 You&rsquo;re adaptable and enjoy working in fast-paced, evolving environments
 
 
 </li>
 </ul>
 
 Nice To Have
 
 
 
 <ul>
 <li>
 Experience supporting hybrid or in-office teams
 </li>
 <li>
 Familiarity with basic workplace or People tools (e.g., Google Workspace, Slack, HRIS tools)
 </li>
 <li>
 Interest in growing into People Ops or Workplace Operations over time
 </li>
 <li>
 Comfort using tools or automation to improve operational efficiency
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive salary and equity package
 </li>
 <li>
 Unlimited PTO + paid company holidays
 </li>
 <li>
 Access to holistic medical, dental, and vision plans
 </li>
 <li>
 Company 401(k), Commuter, and HSA/FSA plans
 </li>
 <li>
 NYC office in the heart of Manhattan
 </li>
 <li>
 Lunch and snacks provided in the office
 </li>
 <li>
 Access to virtual mental health care (Spring Health), vision related benefits (XP Health), and health concierge (Rightway) to help you find the right care
 </li>
 <li>
 Access to counseling for stress management, dependent care, nutrition, fitness, legal, and financial issues (Guardian WorkLifeMatters EAP)
 
 
 </li>
 </ul>
 Compensation Range: $91K - $111K
</div>

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Regular</li>
<li>End Date if Temporary:</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule:</li>
<li>Building:</li>
<li>Salary Range: $75,000-$85,000</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div> 
<div></div>

Position Summary

The role of Administrative Manager sits in the Office of Academic Affairs under the SVP/Vice Dean for Faculty Affairs at the Columbia University Irving Medical Center (CUIMC). The Office of Academic Affairs works with over 9,500 faculty and researchers across the four health science schools at CUIMC. The SVP/Vice Dean leads several offices and initiatives that support the needs of faculty and researchers, including the Office of Academic Affairs, Office of Faculty Affairs, the Office of Faculty Professional Development and Engagement, the Office of Professionalism, the CUIMC International Students and Scholars Office, and Conflict of Interest.

The Administrative Manager of the Office for Academic Affairs will provide executive-level support to the SVP for Faculty Affairs and Vice Dean for Academic Affairs and will manage the day-to-day logistics of the busy Academic Affairs office. The Administrative Manager will also be responsible for managing the Professorship process and the Faculty of Council, both are crucial functions of the Vice Dean/SVP.

Reporting to the Assistant Vice President for Faculty Professional Development and Engagement and the SVP/Vice Dean for Faculty Affairs, the Administrative Manager will assume the SVP's day-to-day calendar, schedule and confirm meetings, coordinate meetings and conferences, coordinate travel arrangements, and prepare materials relevant to meetings. The Administrative Manager will provide discreet and confidential executive administrative assistance to the SVP, interacting with executive staff and office staff and providing information to all levels of university administrators as appropriate. The Administrative Manager will review, read, distribute, and respond to correspondence when appropriate; screen and monitor calls, field questions, or forward them to the appropriate person; send internal/external communications via regular mail or email; develop and maintain filing system into a readily retrievable format; and prepare agendas. The incumbent will also support the office calendar and will schedule meetings for the two AVPs as needed, including supporting key faculty committee meetings and programming needs.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

Responsibilities

Administrative support to the Senior Vice President/ Vice Dean (40%)
<ul>
<li>Reads, distributes, and responds to correspondence as directed by the Vice Dean/SVP and the AVP;</li>
<li>Facilitates communications between SVP&rsquo;s office, including the EVP/Dean&rsquo;s Office, Provost&rsquo;s Office, Departments, and other offices</li>
<li>Screens and monitors call for the SVP and the Office of Academic Affairs;</li>
<li>Create an email folder organization system that corresponds to relevant files and manage the organization by reviewing emails as they come in.</li>
<li>Create lists of committee members/attendees to track participants for all meetings hosted by SVP and AVP.</li>
<li>Send out email reminders for all meetings hosted by SVP and AVP at least one day prior to each meeting.</li>
<li>In consultation with the SVP and AVP, fields questions and/or forwards them to the appropriate person.</li>
<li>Assists with developing correspondence, memos, and communications on behalf of the SVP of the office.</li>
<li>Manages travel and business arrangements for conferences.</li>
<li>Provide logistical and administrative support for special committee meetings run on behalf of the SVP or AVP, as requested.</li>
<li>Maintains paper and electronic files in organized systems.</li>
<li>Answers and directs calls for the SVP and AVP with courtesy and efficiency, observing appropriate business protocols.</li>
<li>PowerPoint presentations, editing letters, pulling references, and putting them together</li>
</ul>
Manages the Faculty of Medicine Faculty Council (15%)
<ul>
<li>Work with SVP and AVP for Faculty Professional Development and Engagement and the Office of the Dean to schedule Faculty Council and Executive Committee meetings</li>
<li>Work with the Office of Faculty Affairs to create and send ballots to Faculty Council for votes on appointments, promotions, and tenure</li>
<li>Manage the agenda for the Faculty Council meetings, keep track of past agenda items, finalize agenda, invite speakers, collect PPT presentations, manage logistics for the in-person quarterly meeting (catering, AV, communication) and keep time at the meeting to support the Vice Dean.</li>
<li>Administer annual elections of new members and maintain database of members.</li>
</ul>
Manages the professorship process (25%)
<ul>
<li>Creation of and dissemination of professorship letters.</li>
<li>Reviews the conditions and terms of gifts to ensure that letters accurately reflect the donors' stipulations.</li>
<li>Works closely with departments, the Promotions Specialist, the Development Office, Dean&rsquo;s Office, Provost&rsquo;s Office, and Faculty Affairs to adhere to deadlines and proper workflow.</li>
<li>Maintains databases and reporting for endowed professorships</li>
<li>Send congratulatory letters on behalf of the Dean</li>
<li>Provides support to the Promotions Specialist in the management of the VP&amp;S faculty tenure reviews process.</li>
<li>Trained in working on Tenure reviews if the Promotion Specialist needs coverage.</li>
<li>Working with departments, the Office of Faculty Affairs, and the Provost&rsquo;s Office, on managing tenure dossier materials for faculty who are under review for Tenure.</li>
</ul>
Back up support for Assistant Vice President for Faculty Professional Development and Engagement and Assistant Vice President for Academic Appointments and Professionalism (5%)
<ul>
<li>Support scheduling team and group meetings as needed</li>
<li>Support committees and faculty working group schedules run on behalf of the office</li>
<li>Support scheduling complex and confidential meetings</li>
</ul>
Supports office operations (5%)
<ul>
<li>Maintains hoteling and in-office schedule</li>
<li>Ensures key documents and resources for staff are kept up to date</li>
<li>Works with the Operations Manager to ensure that office equipment is maintained that adequate office supplies are on hand and ordering supplies as needed.</li>
</ul>
Supports special events as assigned (5%)
<ul>
<li>Provide logistical support on special events as assigned by the Vice Dean/SVP and the AVP for Faculty Professional Development and Engagement.</li>
</ul>
Other projects and duties assigned (5%)

New assignments may be given from the AVPs and the SVP/Vice Dean when needed.

Minimum Qualifications
<ul>
<li>Bachelors degree or equivalent in education and employment plus three years' experience.</li>
<li>Must have excellent communication and interpersonal skills must have excellent, including composing and editing correspondence and documents, developing reports, and communicating with staff.</li>
<li>The ability to handle confidential information with exceptional judgment and discretion is required.</li>
<li>Must have demonstrated ability to manage time effectively, balancing competing priorities at the same time.</li>
<li>Demonstrated ability to take direction, follow instructions carefully, and with the ability to work independently.</li>
<li>Must have the ability to coordinate difficult schedules; adapt to various competing demands; prioritize and handle conflicting needs and multiple assignments; and work with diplomacy and efficiency in a highly pressured, fast-paced, deadline-driven environment. Must be able to follow through on projects to successful completion.</li>
<li>Must have the demonstrated ability to be proactive, to problem-solve, and to maintain composure under pressure.</li>
<li>Must have the demonstrated ability to offer the highest level of customer/client service and response to personnel at all levels. Strong knowledge of and proficiency with Microsoft Office programs, including Outlook, Word, Excel, PowerPoint, Zoom, Adobe; experience with heavy calendaring; ability to perform moderately complex internet research.</li>
</ul>
Preferred Qualifications
<ul>
<li>Prior experience working within a college and university setting preferred.</li>
</ul>
Other Requirements
<ul>
<li>Must be able to manage highly sensitive and confidential communications with discretion and integrity.</li>
<li>Must have exceptional organizational, time management and organizational skills with the ability to exercise a high degree of tact, diplomacy, and discretion with sensitive matters.</li>
<li>Must have a strong service-oriented attitude and excellent interpersonal skills.</li>
<li>Must be able to take initiative and be a problem-solver and have the ability to anticipate office needs.</li>
<li>Must have excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).</li>
<li>Must be able to run Zoom meetings.</li>
<li>Demonstrated commitment to serving the needs of a diverse population with cultural competence and sensitivity required.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Manager

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