Based in the NYC headquarters, working closely with the CEO, the manager of the “Walk In New York” Center, the Head of Global Marketing (based in NYC) and the Head of Finance (based in Paris, France), the Office Manager will be in charge of (non-exhaustive list):

General Responsibilities

• Support CEO, Sales and Market Access host NYC Office meetings with patients, partners and customers

• Support management of the “Walk In New York” Center, including checking patients in/out and general logistics

• Answer telephone calls and emails and directing them to relevant staff

• Monitor office supplies and ordering new stationery, furniture, appliances and electronics as required

• Support new employees’ integration and assist HR by organizing onboarding essentials (phone line, keys, access pass, etc.)

• Organize maintenance companies to keep the office clean and safe and ensure its appliances are in good working order

• Report office progress to senior management and work with them to improve office operations and procedures

• Support the IT team remotely with new employee PC setups and general technical support as needed

• Foster office culture through the organization of team-building activities, and internal events

Supporting Event Coordination in the US

• Work directly with the Head of Marketing to plan and execute all owned event logistics, including creating and maintaining detailed project plans for all owned events, maintaining timelines, budgets, working with internal stakeholders to ensure all milestones are met and deliverables are completed on time, and coordinating attendees management and follow ups

• Oversee vendor coordination by sourcing and managing relationships with external suppliers, such as caterers and promotional material vendors, to ensure seamless event execution

• Provide on-site event support, acting as the primary point of contact during events to troubleshoot issues, coordinate with vendors, and ensure a flawless experience for all participants

• Build and maintain relationships with external stakeholders such as event attendees, partners, and local organizations to enhance community engagement and expand the reach of in-office events

Supporting Finance function

• Manage the flow of vendor invoices with operational staff for approval (current tool Bill.com), as well as analytical allocations

• Support Cost tracking process and invoicing of the “Walk In New York” Center

• Assist client invoicing with the US sales team (current tool: Xero)

• Support Finance in creating and tracking the office budget, as well as preparing recurrent or ad hoc reporting to the US operations.

• Diploma: Business Administration Diploma

Certifications by the National Office Managers Association of America, would be considered as a plus

• Required experience: 3-5 years

This is a full-time, 100% on-site position.

Required skills:

• Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks: autonomous

• Organization and the ability to multitask to complete a wide variety of tasks: expert

• Ability to adapt to new tasks as company or office needs evolve: autonomous

• Strong interpersonal skills to interact positively with all employees: expert

• Leadership ability to manage challenges: autonomous

• Attention to detail to ensure tasks are completed thoroughly and correctly: expert