Based in the NYC headquarters, reporting to the Reimbursement, Access and Policy Manager, working closely with the CEO, the manager of the “Walk In New York” Center, the Head of Marketing (based in NYC) and the Head of Finance (based in Paris, France), the Office Manager will oversee key administrative and operational functions to ensure the smooth running of the office and its integration with global teams.

This role requires a high level of autonomy and initiative to identify opportunities for improvement, optimize office operations, and support key functions within the organization. The Office Manager will play a strategic role in ensuring the efficiency of the NYC office and its integration with global teams. 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 proactively ensuring a seamless and professional experience

• Support management of the “Walk In New York” Center, including checking patients in/out and general logistics and identifying areas for improvement in patient experience and workflow efficiency

• Answer telephone calls and emails and directing them to relevant staff while ensuring inquiries are managed efficiently and professionally

• Monitor office supplies and ordering new stationery, furniture, appliances and electronics as required, implementing cost-effective procurement strategies and tracking inventory to anticipate needs

• Support new employees’ integration and assist HR by organizing onboarding essentials (phone line, keys, access pass, etc.) ensuring a smooth and structured process for new hires

• Organize maintenance companies to keep the office clean and safe and ensure its appliances are in good working order, negotiating contracts and identifying service providers that align with operational needs

• Report office progress to senior management and work with them to improve office operations and procedures, analyzing inefficiencies and suggesting process optimizations

• Support the IT team remotely with new employee PC setups and general technical support as needed, acting as a local point of contact to facilitate smooth IT operations

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

Supporting Finance function

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

• Support Cost tracking process and invoicing of the “Walk In New York” Center proactively identifying discrepancies or areas for financial optimization

• Assist client invoicing with the US sales team (current tool: Xero), implementing structured follow-ups to ensure timely payments

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

Supporting on-site Event Coordination in the US

• On-site event coordination for US office/WINY events with stakeholders, managing logistics and attendee coordination with the Head of Marketing, with full autonomy to make real-time decisions, troubleshoot issues, and coordinate effectively with vendors.

• 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