Executive Assistant and Office Manager, EnergyHub

• Highly organized, with an ability to prioritize work and automate routine tasks where appropriate
• Excellent communication and relationship-building skills
• Budget ownership and Purchase Order (PO) experience
• Professional experience using Slack and Slack apps
• Demonstrated experience of using both Google Suite and Mac OS for work
• A proactive, high-ownership approach to your work and the work you collaborate on
• Experience with Expensify and other financial software applications- we use E-Requester for our POs
• A commitment to creating a positive, friendly and respectful office environment, underpinned by an appreciation for sensitivity and confidentiality at work

Desirable

• EnergyHub is searching for an exceptional Office Manager and Executive Assistant who will work closely with our People and Executive teams
• The successful candidate will be responsible for a variety of tasks that ensure smooth office operations and provide high-level administrative support to the CEO and our Executive team
• This role is key to our company’s day to day operations and so it is required to work from our Brooklyn office five days per week
• Coordinate hotel and venue reservations for company-wide events such as company All Hands and other conferences
• Proactively prepare the office and team for upcoming events or changes by keeping organized records and calling in resources when needed
• Plan for company visitors, arranging for meals as needed and preparing desk/office space to manage capacity
• Manage CEO and Executive team’s schedules, calendars, and appointments
• Ensure invoices and reimbursements are processed accurately and timely for the President (via Expensify)
• Manage purchase orders for the organization and keep track of the budgets set for recurring charges
• Maintain and follow a budget for office supplies and company events
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage the company’s corporate credit card ensuring invoices are submitted and paid on time
• Partner with IT to manage facilities and tech needs, ensuring conference rooms are properly set up with necessary supplies and ready for meetings throughout the day
• Coordinate with janitorial staff to ensure proper cleaning of office spaces weekly
• Communicate policies regarding office space and visits, and manage the flow of guests in the office
• Manage the Brooklyn and Vermont office seating plans, including desk allocations for visitors
• Ensure all new hires are entered into the building security system and receive a building pass and office fob on their first day
• Coordinate weekly EnergyGrub food orders for the Brooklyn office, taking dietary restrictions into consideration
• Update the company calendar with weekly onsite lunch details, communicate if there is a delay, be present to unpack the lunch
• Keep track of stock in the office pantry and refrigerator, considering food allergies and dietary restrictions
• Check refrigerator stock to ensure not over-ordering
• General physical office duties (e.g. ensuring orderliness of meeting rooms and common spaces)
• Manage biweekly new joiner communications, including photo display
• Other duties as assigned