Office Manager and Executive Assistant

Overview

Energy Hub is searching for an exceptional Office Manager and Executive Assistant who will report to the Chief of Staff and work closely with our People team. 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.

• 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.
• Manage purchase orders for the organization and keep track of the budgets set for recurring charges.
• Maintain and follow a budget for office supplies.
• 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.
• Plan for company visitors, arranging for meals as needed and preparing desk/office space to manage capacity
• 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.
• 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 Energy Grub for the Brooklyn office, taking into consideration dietary restrictions.
• 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.

• Manage biweekly new joiner communications, including photo display.
• Represent our culture and core values.

• Manage President and executive team’s schedules, calendars, appointments, and expenses.
• Ensure invoices and reimbursements are processed accurately and timely for the President.
• Other duties as assigned.

• 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
• A commitment to creating a positive, friendly and respectful office environment, underpinned by an appreciation for sensitivity and confidentiality at work

• Experience supporting C-level executives
• Experience with Expensify and other financial software applications- we use Coupa for our POs
• First Aid or other Health and Safety qualification

Legal and Workplace Eligibility
Please note that sponsorship of new applicants for employment authorization, or any other immigration-related support, is not available for this position at this time.

• Collaborate with outstanding people: Our employees work hard, do great work, and enjoy collaborating and learning from each other.
• Make an immediate impact: New employees can expect to be given real responsibility for bringing new technologies to the marketplace. You are empowered to perform as soon as you join the team!
• Gain well rounded experience: Energy Hub offers a diverse and dynamic environment where you will get the chance to work directly with executives and develop expertise across multiple areas of the business.
• Work with the latest technologies: You ll gain exposure to a broad spectrum of IoT, SaaS and machine learning obstacles, including distributed fault-tolerance, device control optimization, and process modeling to support scalable interaction with disparate downstream APIs.
• Be part of something important: Help create the future of how energy is produced and consumed. Make a positive impact on our climate.

Energy Hub empowers utilities and their…