Office Operations/Recruiting Coordinator, Paperless Post
+ Equity
2-5 days a week in office
Online events & invitations platform
Job no longer available
Online events & invitations platform
101-200 employees
Job no longer available
+ Equity
2-5 days a week in office
101-200 employees
Company mission
To reimagine invitations through design and technology to help people connect at life’s memorable moments.
Role
Who you are
- The right person will be able to pivot between priorities seamlessly and is a self-starter who learns quickly and is comfortable working independently
- 2+ years of office assistance/coordination and/or executive assistant experience—preferably in a startup environment and/or in a small to medium-sized company
- Calendar management experience, preferably in G Suite, either as a recruiting coordinator or executive assistant
- Budgeting and expense-related software experience, preferably Abacus or similar
- Proficiency in Microsoft Excel and Google Sheets
- Experience in planning medium to large-scale events, IRL, virtual and hybrid
- Proficiency handling multiple short- and long-term projects at once and problem-solving with minimal supervision
- Proactiveness in improving existing processes, defining new ones, and anticipating problems before they happen
- Flexibility and grace under pressure in the face of urgent issues and unexpected changes
- Ownership and accountability in your work
- Excellent interpersonal and written communication skills; this is a vital role within our company ecosystem when it comes to candidate & employee experience
- Experience operating within a budget & forecasting budget needs
- Consistent care for the appearance & experience of the office space
- ATS (Applicant Tracking System) experience a plus
What the job involves
- We are currently seeking an Office Admin/Recruiting Coordinator to join the People team
- This exciting position will primarily be responsible for creating a pleasant and engaging office experience, supporting our talent acquisition lead on recruiting coordination, and helping to manage employee travel expenses
- They will work collaboratively with the rest of the People team to create a positive and inclusive employee and candidate experience
- As a point person for day-to-day employee support and office operations, this person will guarantee that everything runs smoothly, and will proactively identify & solve for any inefficiencies
- Support all office operational needs, including catering, kitchen and office supplies inventory & stocking, mail & package triage, and other administrative roles
- Plan and execute all company and team events, both virtual/hybrid and IRL off-sites
- Plan and coordinate all company and executive board meetings, both virtual and onsite and including any catering needs in partnership with the Director of People Operations and the IT team
- Manage reception and guest & candidate experience in the office, including keeping up-to-date with and implementing health & safety protocols
- Manage cleaning staff & third-party office supply and service vendors, and office security & emergency preparedness needs
- Maintain relationships with property/building management and subcontractors, ensuring the office is always in working order and up to code and resolving issues quickly
- Assist the Director of People Operations in researching & implementing perks & wellness programs and ordering & distributing company swag
- Work closely with the Talent Acquisition Lead to communicate with all candidates and ensure a seamless, excellent candidate experience
- Schedule interviews and follow-ups and make sure all parties have confirmed availability for all panels and have accurate meeting invites and details
- Assist in scheduling internal meetings such as Intakes, Kickoffs, and Roundups
- Support the Talent Acquisition lead with employer branding initiatives as needed
- Sourcing is an area of potential growth for this position if the interest is there
- Manage the office expense budget and report monthly to the Director of People Operations and the Chief People Officer
- Help manage employee-related expenses such as travel and accommodations, using Abacus, the company’s expense reporting software
- Assist in managing departmental entertainment budgets by providing support to department heads in planning & coordinating for team events such as team outings and team-building activities
Our take
Sending invitations to events can be tedious and time-consuming, and outsourcing design can be expensive too. Paperless Post solves this problem with its technology-led, design-first approach.
Paperless Post first launched in 2009, and since then it has become a clear market leader in a field cluttered with fairly simple design and printing tools. Part of its success stems from its early adoption of mobile phones as a platform - while initially optimized for desktop use the company worked hard to develop its platform for mobile users.
This has allowed Paperless Post to consolidate its growth in spite of market changes over the years. It will need to continue to develop its partnerships and technology in order to fend off new competitors, but its unique designs and understanding of communication trends indicate that the company is still ahead of the curve.
Steph
Company Specialist at Welcome to the Jungle
Insights
13% employee growth in 12 months
Company
Funding (last 2 of 5 rounds)
Jul 2018
$10m
SERIES E
Apr 2014
$25m
SERIES C
Total funding: $46.4m
Company benefits
- Six medical plans, three dental, and two vision
- Match on up to 4% of your 401k contributions
- $1,500 annual allowance for continuing education and learning and development
- Partnerships and company subsidies with leading wellness providers
- Our NYC canteen is stocked with yummy snacks, plus bagels and catered lunches on office days
- PTO policy starts at 20 rest and relaxation days for new employees and increases with tenure, with flexible time off for when life happens
- Earn a two-week sabbatical on your 5th anniversary, and three weeks on your 8th
Company HQ
Financial District, New York, NY
Leadership
James Hirschfeld
(Co-Founder & CEO)Co-founded Paperless Post in 2007 after graduating from Harvard. Forbes 30 Under 30 in 2014.
Alexa Hirschfeld
(Co-Founder)Co-founded Paperless Post in 2007 after graduating from Harvard. Forbes 30 Under 30 in 2014.
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