Administrative Assistant providing support for the Manufacturing Market at Gray Construction. Responsibilities include document management and coordination of project meetings.
About the role
- Executive Assistant & Office Manager ensuring a polished workplace and supporting leadership at MotherDuck. Collaborating on office operations and internal events in New York City.
Responsibilities
- Maintain a professional, organized, and inviting office environment.
- Serve as the primary facilities liaison with building management and external contractors for maintenance, repairs, security, and cleaning services.
- Manage all office amenities, including coordinating team lunches and stocking and maintaining inventory of snacks, drinks, and coffee.
- Collaborate with Finance to oversee office finances, including managing all vendor relationships, handling office ordering, placing supply orders, and processing expense reports with detailed receipt tracking.
- Provide proactive, high-level administrative and executive support to leadership, including complex calendar management, coordinating domestic and international travel logistics, and administering detailed expense reports.
- Act as a focal point of contact for directors, helping them scale their time and focus by managing administrative tasks and acting as a proxy when necessary.
- Build efficiency and effective responsiveness into existing operations, and actively help define and implement new operational strategies or best practices across the team.
- Collaborate with other departments and external stakeholders, managing confidential information as necessary.
- Use your creativity and passion to create great experiences for our NYC team for parties, events, and internal get-togethers to keep our team social and celebrate hard work together.
- Collaborate with other Office Managers to plan, manage, and execute internal events, including team off-sites, celebrations, and key stakeholder events.
- Collaborate with People Operations and Recruiting on essential activities such as employee onboarding/offboarding logistics, candidate experiences, and ensuring the proper oversight and management of office policies.
Requirements
- 3+ years of administrative experience in a fast-paced, technology, or high-growth environment.
- Proven ability to work with high ambiguity, demonstrating excellent judgment and ownership to juggle competing priorities effectively.
- Demonstrated experience in executive support, including complex calendar management, expense reporting, and travel coordination.
- Exceptional organizational skills, with a strong attention to detail and a service-oriented attitude.
- Experience managing small-to-medium scale projects and events from pre-planning through execution.
- Collaborate with other departments and external stakeholders, managing and protecting confidential information as required.
- Build efficiency and effective responsiveness into existing operations, and actively help define and implement new operational strategies or best practices across the team.
- Proficiency with modern office technologies and applications (experience with Google Workspace is highly desirable).
Benefits
- Feather-ruffling compensation – competitive salary and stock options so you have a stake in our flock’s success.
- Top-notch healthcare coverage – 100% paid medical, dental, and vision for employees, plus 80% coverage for dependents (because we care about your whole nest).
- Flexible PTO – take the time you need to recharge, explore, or just have a lazy day by the pond.
- 401k plan – because even ducks need to plan for the future.
- Legendary company events – we bring the whole flock together twice a year for unforgettable summits in fun locations, plus 1-2 team gatherings a year to keep our bonds strong.
- Flexible work environment - spend most of the week in the office collaborating with the flock, and work from wherever you're most productive the rest of the time. Specifics are role dependent and as agreed upon with your manager.
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