Part Time Office Manager In Nyc

Blackbird.AI is looking for an in-person Office Manager who can handle our physical office in Midtown East and virtual office. This is a great opportunity to be a visible member of the Blackbird.AI team, responsible for the day to day running of the office and be involved in our office operations.

Our ideal candidate will be a highly motivated and energetic self-starter with excellent organizational, communication and interpersonal skills. Must have the ability to multitask, possess strong time management skills, and have some prior experience in operations, excellent customer service experience - answering phones, general email inboxes and creating warm in-person experiences.

RESPONSIBILITIES:

Office/Reception:

• Collaborate with various departments to facilitate smooth interdepartmental communication and coordination
• Manage all aspects of the physical office (i.e. answer the telephone, transfer calls, greet and assist visitors at the front desk, provide guests with refreshments, etc.)
• Collaborate with the Chief of Staff to ensure consistency of front desk approach
• Handle communication and distribute deliveries and package arrivals to staff accordingly
• Provide a friendly and professional atmosphere when visitors are waiting for appointments
• Coordinate office-wide communications, ensuring timely dissemination of information

Office Management:

• Manage common areas and meeting spaces, providing scheduling support and ensuring all areas are well-maintained and restocked/organized after meetings
• Serve as key point of contact for external vendors, including but not limited to: Cleaning services, IT vendor, building services, etc
• Arrange for the ordering of business cards, key cards, and parking validation, as needed
• Plan and execute in-office events and group functions including but not limited to: Catered lunches, business meetings, happy hours, etc
• Ensure the office is well stocked, managing orders for office supplies, equipment, snacks and refreshments
• Research and recommend cost-effective solutions to improve office operations and efficiency

Clerical/Administrative:

• Ensuring new hires for New York location receives IT equipment for Day 1, coordinate with HR to ensure new hire swag is identified
• Assist in coordinating the execution of cross-functional initiatives and special projects
• Errands including but not limited to meals, coffee etc
• Provide general support to the team as needed
• Act as point of contact for on-site interviews and site visits from potential candidates to stakeholders and clients

Events Assistance:

• Ad-hoc duties at events including, but not limited to, guest list management, showing guests to tables and taking coats
• Maintaining records of all bookings e.g. venue and catering, taking payments where necessary
• Assist with a high number of in person events, ranging from small meetings to company events with flexible travel time
• Help set up and dismantle events efficiently through to completion
• Ensure all branded items for events arrive on time

Requirements

EXPERIENCE & SKILLS:

• Ability to thrive in a fast-paced work environment
• Detail-oriented, good follow through, ability to multi task
• College degree a strong plus
• High aptitude with digital asset management software and systems (Dropbox, Google Docs & GSuite & Asana)
• Minimum of 1 year experience working at relevant industry experience
• Strong written and verbal communication, organizational, interpersonal and analytical skills
• Strong proficiency in MS Office required (Excel, PowerPoint and word), specifically experience in creating detailed spreadsheets using Excel

At Blackbird.AI, we show up for our teammates, our partners, and our audience. We’re a high-energy culture, where everyone is expected to give their best. If you believe in a culture of creativity, entrepreneurialism, inclusion, hustle, and heart - you belong here.

Must be 18 years or older and willing to submit to a reference check and must have unrestricted work authorization to work in the United States.

Benefits

Blackbird.AI provides eligible employees competitive benefits, including: Medical, dental and vision insurance, life and disability insurance, paid vacation. We also offer wellness reimbursements and two annual in person offsites.z

• Exciting career development prospects, to grow into leadership roles
• Health Care Plan (Medical, Dental & Vision)
• Stock Option Plan
• Paid Time Off (Vacation, Sick & Public Holidays)
• Work From Home

Take note - due to the high volume of applicants, only shortlisted candidates will be notified. Thank you for taking the time to apply for the role at Blackbird.AI.

NY - In Person 20 hours a week