Office Manager

The New York Office Manager is responsible for overseeing the day-to-day operations of the Stavros Niarchos Foundation (SNF) office, supporting a team of 16 members. This role encompasses a broad range of responsibilities, including executive support, office management, communication and collaboration, project management, human resources support, financial and budgeting oversight, and facility management. 
 

Key Responsibilities:

Executive Support:

• Manage complex calendars, scheduling meetings, appointments, and coordinating with internal and external stakeholders.
• Prepare meeting agendas, gather relevant materials, and take detailed meeting minutes.
• Anticipate needs and proactively address administrative issues before they arise.
• Coordinate travel arrangements including flights, accommodations, and ground transportation.
• Assists in processing expense reports and other administrative tasks as needed. 

Office Management

• Oversee office operations, including supervising the maintenance of office supplies, managing vendor relationships, and coordinating facilities maintenance.
• Manage office space allocation and ensure a professional and organized work environment.
• Coordinate internal and external events, including logistics, catering, and guest management.
• Supervise management of incoming mail, packages, and phone calls, directing inquiries to appropriate staff. 

Communication and Collaboration:

• Act as a primary point of contact for internal and external inquiries, responding to requests efficiently and professionally.
• Communicate important information to staff, including updates on policies, events, holiday calendar reminders and deadlines.

Project Management:

• Assist with special projects as needed, including data compilation, research, and report preparation.
• Manage administrative aspects of specific philanthropic initiatives, ensuring good execution.

Human Resources Support:

• Assist with onboarding new employees, including arranging office setups and introducing them to office protocols.
• Maintain and update employee records and handle related paperwork.
• Assist in payroll, benefits administration, and employee queries.
• Ensure the office complies with health and safety regulations.

Financial & Budgeting Support:

• Manage office-related budgets and assist with preparing financial reports for office expenditures.
• Approve and track expenses related to office supplies, equipment, and office maintenance.

Facility Management:

• Oversee office space management, including managing leases and office relocation.
• Address any facilities-related issues or coordinate with external vendors for repairs and maintenance.

Team Leadership:

• Supervise two Office Assistants and one IT Manager and/or other administrative and support staff, as applicable. 
   

Education and/or Experience Requirements:

• Bachelor’s or higher degree in business administration, office management, or a related field.
• Proven experience of eight to ten years minimum as an Office Manager or Executive Assistant in a fast-paced environment, preferably within a non-profit or philanthropic organization. 
   

Qualifications/Skills:

• Strong communication skills in both written and verbal formats, with confidence in interacting with senior executives and external stakeholders.
• Proficiency in accounting and financial management practices, ensuring accurate oversight of office budgets and expenditures.
• Vendor and supplier management experience: Ability to negotiate contracts, manage office supplies, and maintain relationships with service providers.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools, ensuring seamless workflow coordination.
• Exceptional attention to detail and a commitment to maintaining high standards of quality and accuracy. 
   

Competencies/Personal Traits:

• Demonstrates strong personal integrity and commitment to ethical practices.
• Works effectively both independently and as part of a collaborative team, demonstrating adaptability.
• Excels in prioritizing and executing tasks in high-pressure, fast-paced environments.
• Maintains confidentiality with tact and discretion, ensuring trustworthiness in sensitive matters.
• Flexibility and adaptability: Comfortable with evolving responsibilities and changing organizational priorities.
• Demonstrates approachability and friendliness, fostering positive and collaborative relationships within the workplace.
• Leadership capabilities with a proactive, solutions-oriented approach to challenges. 

Salary Range (Estimated): $150,000 - $175,000
 

Applicants must be legally authorized to work in the United States, either as a citizen or permanent resident.