Workplace Manager / Executive Assistant

Hybrid role covers both Office Management and support for the office’s Country/Regional Manager. The ideal candidate will embody and seamlessly integrate the core competencies essential for success in this role: strategic mindset, project administration, stakeholder and core relationship management, and business and ecosystem awareness.

Workplace Manager Responsibilities:

• Work closely with leadership and communicate all office-related updates.
• Act as a point person to greet, assist, and direct all visitors, clients, and employees alike through the office.
• Provide consistent onsite support to our teams and ensure a cohesive work environment.
• Keep office supplies and snacks/coffee stocked and maintained, including managing the budget.
• Handle all incoming and outgoing mail.
• Handle all catering orders for team breakfasts/lunches.
• Provide support to new employees on their first day in office (Access to the space, Tours, Desk Assignment, etc.).
• Culture Ambassador: Act as lead and liaison between the office and our larger team of culture drivers at VaynerX to help build employee morale at an individual and office-wide level by coordinating events, surprises, etc. in the office.
• Manage strategic space planning to accommodate fast company growth.
• Build and maintain relationships with Building Management and Service Vendors.
• Facilities – oversee general maintenance and upkeep of the office space, including managing facility services (HVAC, cleaning service, trash removal).
• Coordinate repairs when office appliances/equipment are not working.
• Manage building security and access control system (if applicable).
• Ensure an accurate Emergency Action Plan is in place.
• Monitor all safety equipment (fire extinguishers, first aid kits, AED cases, etc.) and ensure the office is following fire code and other safety requirements.

Executive Assistant Responsibilities:

• Manage an active calendar/diary of appointments for multiple executives, with a keen understanding of business/team priorities for proper scheduling prioritization.
• Coordinate and arrange all details of internal and external meetings for executives and their teams.
• Master calendar hygiene/management by resolving conflicting needs in partnership with your executive(s).
• Communicate with internal team members and external partners on behalf of the Executive(s).
• Prepare and edit documents as needed, including confidential correspondence, memos, notes, presentations, forms, spreadsheets, etc.
• Manage complex travel plans, itineraries, and travel needs for Executive(s).
• Complete monthly expense reports with attention to detail.
• Serve as a central source of information and context finder with the highest level of discretion.
• Escalate relevant and timely matters, finding solutions/resolutions and closing loops/conversations on behalf of Executive(s) with various stakeholders.

Qualifications:

• 1-2 years of experience supporting Executive-level Leaders (VP to EVP), preferably in a creative agency environment.
• Retail or hospitality experience a big plus.
• Proficient with G Suite (Google Workspace), Slack, Office 365, and Video Conferencing Software.
• Some experience in project or program management is preferred.
• Proactive, with a keen ability to recognize patterns and demonstrate preparedness.
• Detail-oriented, highly organized, and able to prioritize workload effectively.
• Strong written and verbal communication skills.
• Displays professionalism and “grace under pressure”.
• Has a sense of urgency and conveys a positive, “can-do” attitude.