Vaco by Highspring
Client: Internationally Known Insurance Organization
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
Local Office Management & Administration
Office Operations:
Provide comprehensive administrative support, including drafting communications (memos, emails), printing, scanning, file management, and handling departmental mail.
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.
Workspace Maintenance:
Maintain a clean, safe, and efficient working environment. Proactively order and stock office supplies, including pantry snacks, produce, and cleaning materials. Ensure all office equipment is functioning properly and liaise with Vendor Commercial Management to resolve any issues.
Communication Hub:
Manage the local office phone line and efficiently direct calls to the appropriate parties.
Problem-Solving:
Take initiative to identify and resolve problems or inefficiencies as they arise to ensure the smooth operation of the office.
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
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.
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.
Team Engagement:
Plan, arrange, and execute social events for office members in partnership with the Head of Office.
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
Regional Financial Support:
Maintain the Head of Office Regional budget and ensure accurate budget tracking and records for regional activities.
Meeting Management:
Schedule and resolve logistics for all regional meetings, including taking accurate minutes and tracking actions during regional calls upon request.
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
Participate in cross-team and intra-team projects as required.
Assist other members of the Commercial Management team with overflow tasks when requested.
Undertake any other reasonable duties or ad hoc reports that may be assigned.
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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
Local Office Management & Administration
Office Operations:
Provide comprehensive administrative support, including drafting communications (memos, emails), printing, scanning, file management, and handling departmental mail.
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.
Workspace Maintenance:
Maintain a clean, safe, and efficient working environment. Proactively order and stock office supplies, including pantry snacks, produce, and cleaning materials. Ensure all office equipment is functioning properly and liaise with Vendor Commercial Management to resolve any issues.
Communication Hub:
Manage the local office phone line and efficiently direct calls to the appropriate parties.
Problem-Solving:
Take initiative to identify and resolve problems or inefficiencies as they arise to ensure the smooth operation of the office.
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
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.
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.
Team Engagement:
Plan, arrange, and execute social events for office members in partnership with the Head of Office.
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
Regional Financial Support:
Maintain the Head of Office Regional budget and ensure accurate budget tracking and records for regional activities.
Meeting Management:
Schedule and resolve logistics for all regional meetings, including taking accurate minutes and tracking actions during regional calls upon request.
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
Participate in cross-team and intra-team projects as required.
Assist other members of the Commercial Management team with overflow tasks when requested.
Undertake any other reasonable duties or ad hoc reports that may be assigned.
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