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Office Manager & Executive Assistant

Administrative | New York, NY | Full Time

Job Description

About Us:

Everplans is on a mission to help people better prepare for the future by getting their lives organized today. 

We're an NYC-based, venture-backed technology company that helps people organize, share, and keep all the critical information, wishes, and documents they need, and that their family may need, up-to-date and at their fingertips. Through a combination of original content, a personalized guidance engine, and an intuitive digital vault, people can say goodbye to sticky notes around the computer, old file folders underneath the bed, and out-of-date paperwork.

Everplans is primarily distributed via financial professionals to their clients, through insurance and financial services organizations to their policyholders and customers, and as a benefit employers offer their employees.

About the Job:

As the Office Manager & Executive Assistant you will be a key figure in our fast-paced and quickly growing start-up. You will keep the office humming along and insure our executives’ days go off without a hitch. You’ll maintain the workspace--making sure supplies are in stock and all office needs are met, whether it’s calling a repair person, communicating with the building staff, or ordering lunch for a client meeting. 

You are meticulous in your attention to detail and organized in everything you do, from managing a crazy calendar to putting away Fresh Direct orders in the fridge like a Tetris expert. You understand that everyone in the company wears multiple hats and you are willing to undertake big jobs (and small ones) to continue to improve efficiency, happiness, and support the growth of the company. 

Lastly, you enjoy planning special events, are mindful of milestones that should be celebrated, are resourceful when it comes to spending, creative in all you do, and always looking for ways to improve office life and culture. 

Responsibilities:

  • Manage co-CEOs calendars and phone

  • Book and coordinate travel, including flight, hotel, car, etc.

  • Greet guests to the office

  • Keep office organized, stocked, and running smoothly

  • Sort and distribute mail

  • Coordinate multiple calendars to schedule job interviews, meetings, etc.

  • Assist with decks, presentations, and meeting materials if necessary

  • Plan team off-sites, events, and fun employee special occasions

  • Proactively anticipate the team’s needs

  • Other projects, as needed

 

Requirements:

  • BA degree or higher

  • A great, positive attitude--we want someone who brings energy to the team and the office and who loves waking up and coming to work every day

  • The aptitude to problem-solve independently, learn quickly and take initiative

  • Excellent verbal and written communication

  • Exceptional attention to detail, including organizational and professional follow-up skills

  • A facility with technology, including familiarity with Google Apps (Calendar, Mail, Drive, etc.)

  • An interest in startups and technology, and a deep desire to help people

  • The ability to coordinate with outside vendors, making sure services and goods are delivered per contract

  • Past experience in this type of role in a startup is preferred though we’re open to any candidate if you can prove you’re up for it!

Our offices are located in the Union Square/Flatiron area. The position includes full benefits (medical/dental/vision/401K), equity, competitive compensation, and all of the cold brew coffee on tap that you can drink. 

Everplans is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.