Calcium+Company

Independent healthcare marketing with medical content

Office Manager

Administrative SupportUpdated on Nov 10

Full-timeNew York, NY, USANo salary listed

About the Job

Requirements

Prior experience in office management, executive assistance, HR administration, workplace experience, or a similar support role, preferably in a fast-paced professional environment.
Ability to work on-site in the New York City office a minimum of four days per week, with flexibility based on executive, employee, client, and office needs.
Demonstrated ability to provide polished and responsive support to senior executives.
Strong organizational skills and exceptional attention to detail.
Excellent time-management skills and demonstrated ability to manage multiple priorities and deadlines.
Ability to anticipate needs, exercise sound judgment, and solve problems proactively.
Ability to interact professionally with employees, executives, clients, vendors, and visitors at all levels.
Demonstrated integrity, professionalism, discretion, and ability to maintain confidentiality.
Proficiency with Microsoft Office and comfort learning and working within various office and HR systems.
Ability to work independently while collaborating effectively with the broader People & Culture, Facilities, and Technology teams.
Flexibility and willingness to step outside of defined responsibilities when necessary to support the team and the business.

Responsibilities

Provide proactive, high-touch on-site support to company executives based in or visiting the New York City office.
Anticipate executive meeting and office needs and proactively address scheduling, logistical, or administrative challenges.
Coordinate executive travel arrangements, itineraries, reservations, and related logistics.
Prepare and process expense reports and reimbursements.
Coordinate meeting logistics, including conference rooms, technology, catering, agendas, and materials.
Assist with preparation of meeting materials, presentations, agendas, and summaries as requested.
Serve as an on-site liaison between executives, employees, visitors, vendors, and other internal or external partners.
Coordinate executive and client visits to the New York City office.
Support ad hoc executive projects, events, and administrative requests with discretion and responsiveness.
Perform general clerical duties such as photocopying, faxing, scanning, mailing, and filing.
Work with the Partner, IT, Cybersecurity, and Facilities teams to ensure office technology, conference rooms, and other systems function effectively.
Serve as an on-site point of contact for third-party technology providers, building management, vendors, and service providers.
Coordinate vendor access and appointments and follow through on outstanding office needs.
Oversee daily office operations, ensuring a clean, organized, professional, and efficient workplace.
Serve as a welcoming point of contact for employees, candidates, clients, vendors, and other visitors.
Manage office supplies and equipment, maintain appropriate inventory, and coordinate orders as needed.
Manage office food and beverage needs, including Grubhub group orders and other employee meals.
Oversee incoming and outgoing mail, packages, and deliveries.
Manage office layout, seating assignments, conference rooms, and workplace needs.
Coordinate with building management regarding facilities, access, maintenance, repairs, and other office-related matters.
Partner with Account Services and other teams to coordinate in-office client meetings and events.
Coordinate employee events, meetings, celebrations, and social activities that support the company’s culture of Nourishment.
Support emergency preparedness and serve as an Office Ambassador during emergency and evacuation procedures, helping communicate designated meeting locations and account for employees as appropriate.
Identify opportunities to improve the New York City employee and workplace experience and proactively recommend solutions.
Provide general administrative support to the People & Culture team.
Support the preparation and coordination of employee events, trainings, meetings, and People & Culture programming.
Assist with new-hire onboarding logistics for employees based in the New York City office, including workspace preparation, first-day coordination, building access, and other on-site needs.
Help maintain HR documents, trackers, employee information, and administrative records as requested.
Respond to routine employee questions and direct more complex, confidential, or sensitive matters to the appropriate member of the People & Culture team.
Support culture and Social Impact initiatives and other employee-experience activities.
Project-manage or provide administrative support for HR initiatives and processes as needed.
Handle employee and company information with a high degree of discretion and confidentiality.

JOB DESCRIPTION
Office Manager – NYC
People & Culture Department
Reports to: Chief People Officer

Job Summary

The NYC Office Ambassador plays a vital role in creating a welcoming, organized, and highly functional environment for employees, executives, clients, and visitors in our New York City office.

This individual will oversee the day-to-day operations of the NYC office while providing on-site executive and administrative support to o executives based in or visiting the NYC office. The Office Ambassador will also support the People & Culture team with general HR administration, employee experience initiatives, and other projects that help keep our people and workplace running smoothly.

The ideal candidate is highly organized, proactive, service-oriented, and comfortable balancing office operations, executive needs, and HR responsibilities in a fast-paced environment.

Key Job Responsibilities (Duties may include, but are not limited to all or some of the following)

EXECUTIVE & ADMINISTRATIVE SUPPORT

Provide proactive, high-touch on-site support to the Company executives based in or visiting the NYC office.
Anticipate executive meeting and office needs and proactively address scheduling, logistical, or administrative challenges.
Coordinate executive travel arrangements, itineraries, reservations, and related logistics.
Prepare and process expense reports and reimbursements.
Coordinate meeting logistics, including conference rooms, technology, catering, agendas, and materials.
Assist with preparation of meeting materials, presentations, agendas, and summaries as requested.
Serve as an on-site liaison between executives, employees, visitors, vendors, and other internal or external partners.
Coordinate executive and client visits to the NYC office.
Support ad hoc executive projects, events, and administrative requests with discretion and responsiveness.
Perform general clerical duties such as photocopying, faxing, scanning, mailing, and filing

TECHNOLOGY & VENDOR MANAGEMENT

Work with the Partner, IT, Cybersecurity, and Facilities to ensure office technology, conference rooms, and other systems are functioning effectively.
Serve as an on-site point of contact for third-party technology providers, building management, vendors, and service providers.
Coordinate vendor access and appointments and follow through on outstanding office needs.

OFFICE OPERATIONS & EMPLOYEE EXPERIENCE

Oversee the daily operations of the NYC office, ensuring a clean, organized, professional, and efficient workplace.
Serve as a welcoming point of contact for employees, candidates, clients, vendors, and other visitors.
Manage office supplies and equipment, maintaining appropriate inventory and coordinating orders as needed.
Manage office food and beverage needs, including Grubhub group orders and other employee meals.
Oversee incoming and outgoing mail, packages, and deliveries.
Manage office layout, seating assignments, conference rooms, and workplace needs.
Coordinate with building management regarding facilities, access, maintenance, repairs, and other office-related matters.
Partner with Account Services and other teams to coordinate in-office client meetings and events.
Coordinate employee events, meetings, celebrations, and social activities that support Ca+Co's culture of Nourishment.
Support emergency preparedness and serve as an Office Ambassador during emergency and evacuation procedures, helping communicate designated meeting locations and account for employees as appropriate.
Identify opportunities to improve the NYC employee and workplace experience and proactively recommend solutions.

HR & PEOPLE ADMINISTRATION

Provide general administrative support to the People & Culture team.
Support the preparation and coordination of employee events, trainings, meetings, and People & Culture programming.
Assist with new-hire onboarding logistics for employees based in the NYC office, including workspace preparation, first-day coordination, building access, and other on-site needs.
Help maintain HR documents, trackers, employee information, and administrative records as requested.
Respond to routine employee questions and direct more complex, confidential, or sensitive matters to the appropriate member of the People & Culture team.
Support culture and Social Impact initiatives and other employee-experience activities.
Project-manage or provide administrative support for HR initiatives and processes as needed.
Handle employee and Company information with a high degree of discretion and confidentiality.

Job Qualifications (Skills/Requirements)

Prior experience in office management, executive assistance, HR administration, workplace experience, or a similar support role, preferably in a fast-paced professional environment.
Ability to work on-site in our NYC office a minimum of four days per week, with flexibility based on executive, employee, client, and office needs.
Demonstrated ability to provide polished and responsive support to senior executives.
Excellent interpersonal and communication skills with a service-oriented approach.
Strong organizational skills and exceptional attention to detail.
Excellent time-management skills and demonstrated ability to manage multiple priorities and deadlines.
Ability to anticipate needs, exercise sound judgment, and solve problems proactively.
Ability to interact professionally with employees, executives, clients, vendors, and visitors at all levels.
Demonstrated integrity, professionalism, discretion, and ability to maintain confidentiality.
Proficiency with Microsoft Office and comfort learning and working within various office and HR systems.
Ability to work independently while collaborating effectively with the broader People & Culture, Facilities, and Technology teams.
Flexibility and willingness to step outside of defined responsibilities when necessary to support the team and the business.

For U.S. Job Seekers, it is the policy of Calcium+Company to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law.

EOE/AA/M/D/V/F. 

About the Company

Calcium+Company

Independent healthcare marketing with medical content

Calcium is a healthcare marketing agency that provides strategic and creative services, deep medical and scientific content expertise, and in-house digital capabilities. Its products are delivered through a full-service, independent agency model that combines big-agency talent with a nimble, bureaucracy-free structure to drive growth for brands. The work process centers on close, hands-on client service at senior levels, ensuring resources are focused where they can nourish a brand—whether launching a new product or growing an existing one. Calcium differentiates itself from competitors by offering high-level, senior-led attention without the typical agency overhead, backed by strong medical/scientific content capabilities and digital delivery in-house. The company’s goal is to deliver real market impact for clients and to grow Calcium as a trusted partner in healthcare marketing.

Company size: 51-200
Company stage: Not listed
Total funding: Not listed
Headquarters: New York City, New York
Founded: 2012

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