Office Ambassador - NYC

Job Description Office Ambassador – NYC People & Culture Department Reports to: Chief People Officer Job Summary The NYC Office Ambassador plays a vital role in creating a welcoming, organized, and highly functional environment for employees, executives, clients, and visitors in our New York City office. This individual will oversee the day-to-day operations of the NYC office while providing on-site executive and administrative support to o executives based in or visiting the NYC office. The Office Ambassador will also support the People & Culture team with general HR administration, employee experience initiatives, and other projects that help keep our people and workplace running smoothly. The ideal candidate is highly organized, proactive, service-oriented, and comfortable balancing office operations, executive needs, and HR responsibilities in a fast-paced environment. Key Job Responsibilities (Duties may include, but are not limited to all or some of the following) EXECUTIVE & ADMINISTRATIVE SUPPORT Provide proactive, high-touch on-site support to the Company executives based in or visiting the NYC officeAnticipate executive meeting and office needs and proactively address scheduling, logistical, or administrative challengesCoordinate executive travel arrangements, itineraries, reservations, and related logisticsPrepare and process expense reports and reimbursementsCoordinate meeting logistics, including conference rooms, technology, catering, agendas, and materialsAssist with preparation of meeting materials, presentations, agendas, and summaries as requestedServe as an on-site liaison between executives, employees, visitors, vendors, and other internal or external partnersCoordinate executive and client visits to the NYC officeSupport ad hoc executive projects, events, and administrative requests with discretion and responsivenessPerform general clerical duties such as photocopying, faxing, scanning, mailing, and filing TECHNOLOGY & VENDOR MANAGEMENT Work with the Partner, IT, Cybersecurity, and Facilities to ensure office technology, conference rooms, and other systems are functioning effectivelyServe as an on-site point of contact for third-party technology providers, building management, vendors, and service providersCoordinate vendor access and appointments and follow through on outstanding office needs Office Operations & Employee Experience Oversee the daily operations of the NYC office, ensuring a clean, organized, professional, and efficient workplaceServe as a welcoming point of contact for employees, candidates, clients, vendors, and other visitorsManage office supplies and equipment, maintaining appropriate inventory and coordinating orders as neededManage office food and beverage needs, including Grubhub group orders and other employee mealsOversee incoming and outgoing mail, packages, and deliveriesManage office layout, seating assignments, conference rooms, and workplace needsCoordinate with building management regarding facilities, access, maintenance, repairs, and other office-related mattersPartner with Account Services and other teams to coordinate in-office client meetings and eventsCoordinate employee events, meetings, celebrations, and social activities that support Ca+Co's culture of NourishmentSupport emergency preparedness and serve as an Office Ambassador during emergency and evacuation procedures, helping communicate designated meeting locations and account for employees as appropriateIdentify opportunities to improve the NYC employee and workplace experience and proactively recommend solutions HR & PEOPLE ADMINISTRATION Provide general administrative support to the People & Culture teamSupport the preparation and coordination of employee events, trainings, meetings, and People & Culture programmingAssist with new-hire onboarding logistics for employees based in the NYC office, including workspace preparation, first-day coordination, building access, and other on-site needsHelp maintain HR documents, trackers, employee information, and administrative records as requestedRespond to routine employee questions and direct more complex, confidential, or sensitive matters to the appropriate member of the People & Culture teamSupport culture and Social Impact initiatives and other employee-experience activitiesProject-manage or provide administrative support for HR initiatives and processes as neededHandle employee and Company information with a high degree of discretion and confidentiality 2 Job Qualifications (Skills/Requirements) Prior experience in office management, executive assistance, HR administration, workplace experience, or a similar support role, preferably in a fast-paced professional environmentAbility to work on-site in our NYC office a minimum of four days per week, with flexibility based on executive, employee, client, and office needsDemonstrated ability to provide polished and responsive support to senior executivesExcellent interpersonal and communication skills with a service-oriented approachStrong organizational skills and exceptional attention to detailExcellent time-management skills and demonstrated ability to manage multiple priorities and deadlinesAbility to anticipate needs, exercise sound judgment, and solve problems proactivelyAbility to interact professionally with employees, executives, clients, vendors, and visitors at all levelsDemonstrated integrity, professionalism, discretion, and ability to maintain confidentialityProficiency with Microsoft Office and comfort learning and working within various office and HR systemsAbility to work independently while collaborating effectively with the broader People & Culture, Facilities, and Technology teamsFlexibility and willingness to step outside of defined responsibilities when necessary to support the team and the business For U.S. Job Seekers, it is the policy of Calcium+Company to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, ethnic origin, gender, gender identity, age, marital status, veteran status, sexual orientation, disability, or any other basis prohibited by applicable federal, state, or local law. EOE/AA/M/D/V/F. Powered by JazzHR FthJ0rfGdh