Office Coordinator/Executive Assistant

We are a property technology (Proptech) startup that is looking to add a self driven team member to expand our growing and fast-paced team. We develop software and hardware to enable people to open and manage doors from their smartphones. Our solutions are currently being used by the largest and most trusted names in multifamily and commercial real estate.

We are seeking an experienced and detail-oriented Executive Assistant & Office Manager. This exciting role will report directly to the CEO and requires the ability to meet tight deadlines, great organizational skills, and the ability to juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important.

The successful candidate will have: experience supporting an executive (team), possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture.

Office Manager responsibilities include helping to build a welcoming, motivating, and energizing office culture, management of all office supplies (from paper, pens, USB’s to chairs, desks and food & beverage), greeting visitors and providing general administrative support to our employees. Previous experience as an Office Manager would be an advantage. A successful Office Manager should also have experience with a variety of office software (MS Office, Google, Slack, Zoom, etc...).

This role is in-office (New York City, NY).

Responsibilities:

Executive Assistant:

• Anticipate needs and provide high-level, tailored administrative support to executives
• Frequently liaise with senior level internal and external contacts, screening and prioritizing all forms of incoming communications, dealing with routine issues and coordinating more complex responses ensuring these are delivered in a timely and effective manner.
• Manage complex calendars and scheduling;
  • ensuring smooth flow of the executive’s day so they are able to complete their obligations in an organized, efficient way
  • alerting executives and attendees of any delays and proactively identifying and resolving conflicts.
• Track and help drive completion of key deliverables and follow up on outstanding items
• Coordinate, organize, execute, and assist with internal and external meetings including but not limited to team meetings, staff meetings, all hands meetings, off-site meetings, one-on-one’s, team social events, etc.
• Work closely with the leadership and people team to provide support to the organization
• Facilitate meetings by structuring agendas, taking notes, and organizing work streams

Office Management:

• Culture builder
• Serve as the primary contact and point person for all office-related operations including building management, office visitors, vendors, and staff.

• Manage all inbound and outbound office shipping.
• Ordering and maintenance of any and all supplies for office, included but not limited to:
  • general office supplies (paper, pens, USB’s, shipping, etc.)
  • equipment inventory (chairs, desks, etc…)
  • food and beverage and disposable supplies
• Daily Maintenance to ensure a clean and professional office environment
• Manage contracts and price negotiations with office vendors and service providers (cleaning services, plants, etc…)
• Management and oversight of internal and external company events including but not limited to outside business meetings, Board meetings, social outings and office events (when these events resume)
• Conference room and reservations management
• Organization and execution of annual Employee Calendar of Events
• Development of Office Culture in collaboration with other People Team members including but not limited to the following:

• Monthly/Quarterly Educational Initiatives/Awareness, i.e. Black History Month, Women's History Month, etc...
• Volunteer Opportunities

Requirements

• Bachelor’s degree or 3+ years of experience assisting at the executive level and at least 1+ years working in office management and/or office operations
• Extremely proficient in GSuite, MS Office (Word, Excel, PowerPoint), Zoom
• Ability to handle confidential information with discretion, and deal with professionals inside and outside the company
• Exceptional written, verbal, and interpersonal communication skills
• Ability to prioritize assignments in order to anticipate and meet multiple deadlines
• Excellent organization skills
• Focused, energetic and driven
• Ability to interact with internal peers and management
• Demonstrate initiative and positive proactive mindset
• Ability to work in a highly ambiguous environment
• Proven ability to exercise sound judgment in a fast paced, dynamic work environment
• Excellent problem solving skills with high attention to detail
• Ability to demonstrate a positive, team player demeanor, and a passion and interest in ButterflyMX
• Proven ability to manage multiple projects while paying strict attention to detail

Benefits

• Comprehensive Medical (ButterflyMX covers 90% of the cost) starting day 1
• Dental and Vision plans (ButterflyMX covers 100% of the cost) starting day 1
• 401(k) plan with a match
• 13 paid holidays and 25 days of PTO
• Paid Family Leave
• Employee Assistance Program
• Quarterly self-care stipends
• HealthAdvocacy Program
• Access to optional benefits, including pre-tax flexible healthcare spending accounts (FSA and HSA), Dependent Care FSA, and Commuter Benefits, as well as optional Supplemental Life, AD&D, Hospital Indemnity, Disability, Legal, Accident, Critical Illness, Pet, and Personal Liability Insurance
• Collaborative, dynamic work environment filled with kind, intelligent people who are working hard on an industry-defining product

EEO STATEMENT

ButterflyMX is an equal-opportunity employer, and we value diversity at our company. We strive to create an accessible and inclusive experience for all candidates and employees. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. You must have the authorization to work in the US to become an employee. Please let our recruiting team know if you need reasonable accommodation during the application or the recruiting process.