New York, NY 10010
Note: Applications without cover letter (instructions below) will not be considered.
We are a strategy and innovation consultancy that helps Fortune 500, government, and nonprofit organizations thrive in the face of change.
We hail from different backgrounds and places — including organizations such as McKinsey, L’Oréal, Goldman Sachs, and Pentagram — but we all share a passion for working on problems that matter, from stemming chronic disease to closing the skill gap. As a talent-driven organization, we care deeply about the employee experience, from benefits and policies to culture.
We believe that career choices are not binary; you can have a challenging and rewarding career while also living your life. We’ve even authored the Human Company Playbook, to share concrete examples of how companies can create more value by investing in people.
We’re hiring a high-performing and experienced Office Manager to oversee our New York office operations. This is a full-time role, reporting to the Director of Finance & Operations, and working with the CEO, Head of Client Services, and other staff members as needed.
This role serves as the backbone of our office, helping our team achieve operational excellence. The Office Manager will greet guests, ensure that our workplace is efficient and presentable, keep supplies stocked, and perform bookkeeping tasks. Beyond the role’s core tasks, they will flex to support evolving company needs.
You have a positive, can-do attitude and thrive in a small, collaborative environment. As the first impression for clients, candidates, and partners, you take pride in representing the company and making every guest feel welcome. You have a good eye, and care about the details, big and small.
You are meticulous in maintaining an organized and efficient workplace. Your prioritization, time management, and follow-through is top notch. You ask the right questions and have a strong ability to work both independently and collaboratively. You exhibit good judgment and common sense. If you see a way to improve a process, you offer up solutions.
You have experience managing office expenses and performing basic bookkeeping. Trajectory is important for you and your next-next role is a more senior role within the field of operations.
People love to have you on their team. You love to be part of a team.
Role and Responsibilities
-General reception duties: staff front desk, answer phones, and make every guest feel welcome
-Maintain the appearance of common areas, conference rooms, kitchen, and storage area to ensure the office is clean and presentable at all times
-Coordinate with building management, the super, cleaning company, and other service providers to ensure that any issues are resolved quickly
-Provide light bookkeeping support including, but not limited to: supporting monthly closing and financial reporting and completing monthly credit card and company expense reconciliation
-Ensure that the office supplies are maintained and fully stocked; manage weekly grocery delivery and restock kitchen snacks
-Service all shipping needs for company
-Manage copying and printing needs for internal and client-facing projects
-Provide direct administrative support as needed, including setting appointments, managing calendars, travel, expense filing, etc.
-Support planning for internal and external office events and client meetings, including securing catering and providing A/V support
-Supervise the maintenance of office equipment, including copier/printer, computers, and software
-Perform accounts payable, invoicing, and basic journal entries
-Monitor office expenses and properly record in accounting system
-Ad hoc requests as needed
You have many of the following:
-2-5 years of administrative office experience is required
-Experience working in a small office (15-50 employees); familiarity with client services office environments is a huge plus
-Superior attention to detail, research, organizational, and problem solving skills
-Ability to work independently and as part of a team
-Stellar communications skills, both in-person and in-writing
-Tech savvy with deep experience with Mac OS, Google Docs, Dropbox, QuickBooks, MS Office, and other web-based applications
-Super-flexible, adaptable, realistic, practical, and agile
-Thrive in a fast-paced and dynamic environment
-Professional, loyal, and discreet
Does this sound like you?
Send your resume and cover letter to work (at) luminary-labs (dot) com and specify “Office Manager” in the subject line. In your cover letter, please provide three examples of improvements or value you have brought to past roles. We care deeply about culture and your cover letter will help us understand if you might be a fit. Let us know your availability for employment. Salary is placed at $50-$60k per year, and is commensurate with experience. Candidates must be authorized to work in the US. No agencies, please.