Office Administrator POST NUMBER: 461574
Role: Office Administrator
Salary: $75,000 - $90,000/annually Benefits
Location: Manhattan, NY (*5 days a week onsite - Midtown*)
****This role is a combination of office and events management
Job Description:
Local Office Management & Administration
You will be responsible for the day-to-day excellence of the office environment and administrative functions:
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Office Operations: Provide comprehensive administrative support, including drafting communications (memos, emails), printing, scanning, file management, and handling departmental mail.
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Front Desk & Visitor Experience: Act as the first point of contact for all internal and external visitors. Manage office access, greet visitors, assist with setup, and coordinate on-site logistics, including arranging meeting rooms, refreshments, and lunch benefits.
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Workspace Maintenance: Maintain a clean, safe, and efficient working environment. Proactively order and stock office supplies, including pantry snacks, fresh produce, and cleaning materials. Ensure all office equipment is functioning properly and liaise with Vendors/Commercial Management to resolve any issues.
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Communication Hub: Manage the local office phone line and efficiently direct calls to the appropriate parties.
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Problem-Solving: Take initiative to identify and resolve problems or inefficiencies as they arise to ensure the smooth operation of the office.
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Financial & Reporting: Manage the Head of Office's social budget, ensuring it is accurate and current. Process expenses and handle timely reporting via Concur, ensuring full compliance with corporate policy.
Team & Leadership Support
You will provide direct support to the Head of Office and assist with team development:
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Head of Office Support: Provide dedicated administrative support to the Head of Office, including arranging monthly office meetings, scheduling social activities, and handling ad hoc requests.
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Onboarding: Facilitate a smooth welcome for new office members by conducting safety tours, creating building access badges, arranging initial lunch access, and ensuring their workspace needs are met.
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Team Engagement: Plan, arrange, and execute social events for office members in partnership with the Head of Office.
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Ad Hoc Projects: Manage various projects as requested by the team, which may include circulating the local Office Weekly Newsletter, coordinating miscellaneous events for various committees, and providing holiday coverage for other offices when needed.
Regional Administration & Event Coordination
You will extend your support to the broader region, focusing on key administrative and event-related tasks:
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Regional Financial Support: Maintain the Head of Office Regional budget and ensure accurate budget tracking and records for regional activities.
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Meeting Management: Schedule and resolve logistics for all regional meetings, including taking accurate minutes and tracking actions during regional calls upon request.
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Event Planning: Provide comprehensive support for regional activities, including venue research, quote acquisition, booking event spaces, full logistics management, vendor liaison, managing invitations/calendar holds, following up on RSVPs, and providing in-person event support where necessary.
General Commercial Management Support
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Participate in cross-team and intra-team projects as required.
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Assist other members of the Commercial Management team with overflow tasks when requested.
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Undertake any other reasonable duties or ad hoc reports that may be assigned.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.