Office Operations Manager & Executive Assistant

Office Operations Manager & Executive Assistant (New York City)

 

Company Description

At Butterfly Network, we’re leading a digital revolution in medical imaging, transforming an industry that has long relied on bulky, analog systems. With our proprietary Ultrasound-on-Chip™ technology, we’re democratizing healthcare by shifting ultrasound from the expensive, stationary systems of the past to the connected, mobile, and software-enabled platforms of today.  In 2018, we launched the world’s first handheld, whole-body ultrasound, Butterfly iQ – followed by iQ+ in 2020 and iQ3 in 2024, each more powerful than the last.

Our innovation doesn’t stop at hardware. Butterfly combines our advanced device with intelligent software, AI, services, and education to drive adoption of affordable, accessible imaging. Our technology is proving to help clinicians, clinics, and hospitals enhance care, cut costs, and expand imaging access. We’ve been recognized by Prix Galien USA, Fierce 50, TIME’s Best Inventions, Fast Company’s World Changing Ideas, among other awards.

We’re a team of bold thinkers, problem-solvers, and innovators ready to shape the future of medical imaging. Let’s build something extraordinary together!

Job Description

We’re looking for an Office Operations Manager for our New York City, NY office. This role will be a key employee that ensures smooth daily operations within the office.  The office houses a  cross-functional group of individuals ranging from engineering to marketing and sales.  The team members within the site office will depend on you to create a productive environment while management will rely on you to create and maintain the office budget and the Butterfly Employee Experience. 

Additionally, this role will include some administrative professional responsibilities where you will be a trusted partner supporting one or two of our executive team members.

As part of our team, your core responsibilities will be: 

• Manage daily office operations at the New York City, NY location, reporting to the head of our Facilities function
• Greet and assist guests, including executives, volunteers, vendors, consultants, and employees
• Alongside other EA’s and the Chief of Staff, coordinate on-site and off-site meetings and manage conference rooms
• Act as the onsite specialist to help facilitate in-person meetings in the NYC office
• Plan and arrange NYC based office events and organize catering
• Provide support for certain executives, including calendar, administrative, and personal assistance matters:
• Schedule appointments and coordinate calendars (business and personal)
• Manage email correspondence and phone messages
• Book business travel and personal travel as needed
• Organize speaking engagements and travel as needed
• Prepare detailed travel itineraries and handle last-minute change or issues
• Create and approve expense reports
• Complete errands in NYC as needed
• Handle sensitive company and personal matters with the utmost discretion
• Maintain strict confidentiality regarding business and personal affairs
• Order and stock food, office supplies, business cards, and other items
• Help manage the annual office budget
• Liaise with facility management vendors, including cleaning, catering, and security services
• Act as the office notary
• Assist staff with shipping and receiving mail and packages, both domestic and international
• Support both internal and external departments, such as HR and IT, to maintain a safe, clean, and productive environment
• Work with company leads on company-specific tasks
• Provide employee support as needed
• Perform a broad variety of tasks in support of the role and responsibilities

Qualifications

Baseline skills/experiences/attributes:

• Bachelor's Degree required
• Highly organized, efficient, and adaptable with experience scheduling and supporting various teams in a fast-paced environment
• Self-directed and detail-oriented with the ability to learn quickly and prioritize tasks effectively in a fast-paced and changing environment
• Strong desire to play a critical support role
• Excellent verbal and written communication skills
• Excellent ability to represent Butterfly and its executives in the most professional manner
• Experience and ability dealing with highly confidential and material information
• Proficiency in Microsoft, G Suite and calendar/meeting applications
• Strong team player with the flexibility to adapt to changing priorities
• Ability to interact easily across all levels within the organization
• Excellent time management and problem-solving skills

Ideally, you also have these skills/experiences/attributes (but it’s ok if you don’t!):

• Prior work experience with a history of recognition for excellent contributions
• Two or more years experience working as an Office Coordinator (or similar)
• Administrative experience or projects
• An active Notary Public commission in the state of New York

Values

Innovation is what we do. Our values are how we make it happen. Butterflies are and believe in…

• Patient-Centric Innovators: Our mission is THE mission.
• Empowered to Impact: Every voice matters.
• One Team, One Goal: Unity fuels progress.
• Growth Champions: We embrace challenges.
• Action-Oriented Achievers: We follow through, every time.

Location

This is an in-person position based out of our New York City, NY office. This position is required to be at the office five days a week, Monday - Friday, 8:30 AM - 5:30 PM. Our offices are designed for collaboration, with comfortable workspaces, stocked kitchens, and opportunities to connect with peers.

Benefits and Perks

• Comprehensive health insurance, encompassing dental and vision coverage, is provided to all our employees. As a health-tech company, we prioritize the well-being of our teams. Additionally, employees have the option to buy up for enhanced health insurance coverage. We also contribute to Health Savings Account (HSA) accounts for all enrolled employees on an annual basis.
• Comprehensive Employee Assistance Program - we provide access to tools and resources to support your emotional health and day-to-day needs.
• 401k plan and match - we facilitate your retirement goals.
• Eligible employees will have the opportunity to participate in Employee Stock Purchase Plan (ESPP)
• Unlimited Paid Time Off + 10 Holiday Days a Year - recharge and come back ready to make an impact
• Parental Leave - we aim to provide our employees with time to bond with their growing family, along with additional support for primary caregivers to help transition back to work 
• Competitive salaried compensation - we value our employees and show it 
• Equity - we want every employee to be a stakeholder
• The opportunity to build a revolutionary healthcare product and save millions of lives! 

Compensation 

Our estimated salary for this role is around $80,000 + bonus + equity + benefits. Actual pay is determined by multiple factors such as skills, qualifications, experience and market demand.

For this role, we are only considering candidates who are legally authorized to work in the United States and who do not now or in thefuture require sponsorship for employment visa status.

Butterfly Network does not accept agency resumes.

Butterfly Network is an E-Verify Company. 

Butterfly Network is an equal opportunity employer.  Regardless of race, traits associated with race, color, ancestry, religion, gender, national origin, sexual orientation, age, citizenship, marital status, disability or Veteran status. All your information will be kept confidential according to EEO guidelines

Butterfly requires security adherence responsibilities from all employees. These include:  adhering to all company security policies and procedures, utilize provided company assets securely, and complete all required security awareness training programs. Safeguarding company data and systems from unauthorized access, modification, or destruction, contributing to the overall security posture of the organization. Immediately reporting any suspected or actual security incidents, including phishing attempts, malware infections, or unauthorized access, following the established incident response procedures.

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