Office Manager / Personal Assistant

Office Manager Personal AssistantAssistant AssociateReports to CEO and COO Location: Hybrid (WFA: MF, Office: TWTH)Seat DescriptionThe Office Manager & Personal Assistant plays a pivotal role in ensuring the smooth and efficient operation of a social impact-driven organization. This hybrid position combines traditional office management responsibilities with high-level administrative support to the CEO and PresidentCOO. The role requires a passionate individual who thrives in a dynamic, mission-driven environment, where operational excellence meets social responsibility.As the office manager, this person will oversee day-to-day office operations, manage resources, and implement systems that support the company's sustainability and ethical values. They will also provide personalized support to the CEO and PresidentCOO, managing schedules, travel arrangements, and special projects to help them focus on advancing the company's social impact this role, the Office Manager & Personal Assistant will be deeply embedded in the organization's culture, helping to maintain an inclusive and efficient office environment that aligns with the company's core mission of social good and positive community impact.This role has a specific mix of office management, personal assistant duties, and social impact-focused responsibilities. The Office Manager ensures smooth office operations but also directly supports the CEO and PresidentCOO, making this role integral to both the internal workings and external impact of the company.Core Responsibilities1. Operations & Facilities ManagementOversee daily office operations, ensuring a smooth, organized, and efficient environment that aligns with the company's social mission and values.Manage office supplies, equipment, and vendor relationships with a focus on sustainability, ethical sourcing, and eco-friendly practices.Maintain an office space that promotes inclusivity, innovation, and community engagement, while being aligned with the company's core values.2. Employee & Team SupportCoordinate team schedules, office logistics, and meetings to ensure that staff members can collaborate effectively and feel supported in their roles.Assist in onboarding new employees, ensuring they understand the company's mission, values, and operational systems, while also providing them with the necessary resources.Be a point of contact for internal inquiries, offering assistance as needed to support a positive, inclusive office culture.3. Financial Administration & BudgetingTrack and assist in managing office-related expenses, ensuring that office budgets are adhered to and financial decisions align with the company's social impact focus.Coordinate with the finance team to ensure accurate invoicing and payment for office-related services, including sustainable and ethical vendors.4. Event & Community Engagement CoordinationPlan, coordinate, and execute internal and external events, ensuring they are aligned with the company's social mission, community engagement, and team-building anize internal team and community building events and gatherings throughout the year, including quarterly state of the company meetings, team building events, annual all-hands, and client and external stakeholder engagement meetings. 5. Sustainability & Ethical SourcingChampion sustainability and ethical practices within the office, ensuring the company's values are reflected in every decision, from waste reduction to ethical sourcing of office supplies.Research and implement green initiatives that improve the office's environmental footprint, while reinforcing the company's commitment to social and environmental responsibility.Develop and implement office systems that streamline operations, ensuring that workflows are efficient and align with both business objectives and the company's social impact goals.6. Vendor & Partner RelationsManage relationships with office vendors and service providers, ensuring they meet the company's ethical and social impact standards.Research and onboard new vendors who align with the company's mission, such as local, sustainable, or minority-owned businesses.7. Communication & Brand AlignmentEnsure that all office communications are in line with the company's mission and brand, from internal memos to external communications.Assist in maintaining and strengthening the company's social impact narrative, ensuring it is reflected in all communications and activities.8. Data Tracking & Reporting for Social ImpactTrack KPIs related to both operational efficiency and social impact, and provide regular updates to CEO and PresidentCOO to ensure goals are being met.Assist in compiling and reporting social impact metrics to highlight the company's contribution to its mission and the wider community.Personal Assistant Responsibilities1. Executive SupportProvide high-level administrative support to the CEO and PresidentCOO, including calendar management, scheduling, and meeting coordination.Ensure the CEO and PresidentCOO is well-prepared for meetings by organizing materials, drafting agendas, and taking notes when needed.Act as a liaison between CEO and PresidentCOO and staff, ensuring smooth communication and helping to prioritize tasks based on the company's strategic goals.2. Travel & LogisticsOrganize domestic and international travel arrangements for the CEO and PresidentCOO, including booking flights, accommodations, and transportation, with consideration to sustainability (e.g., eco-friendly hotels, travel options).Prepare itineraries, ensuring that the CEO and PresidentCOO's travel is organized, efficient, and aligns with business priorities.3. Special ProjectsAssist with special projects as directed by the CEO and PresidentCOO, including research, event planning, or coordination of key company initiatives. Track progress of ongoing projects, ensuring that deadlines are met and outcomes are aligned with the company's mission and goals.4. Confidentiality & DiscretionHandle sensitive company and personal information with confidentiality and discretion.Serve as a trusted confidante to the CEO and PresidentCOO, offering support in managing both personal and professional tasks as needed.5. Prioritization & Time ManagementHelp the CEO and PresidentCOO manage time effectively by prioritizing tasks and ensuring critical activities are completed in a timely manner.Assist with preparing reports, presentations, and other documents needed for meetings with key stakeholders, board members, or investors.6. Personal SupportManage personal administrative tasks for the CEO and PresidentCOO (e.g., personal appointments, gift arrangements, family-related logistics), helping to maintain a strong integration between work and personal life.EOSâ„¢-Specific ResponsibilitiesPrepare for EOSâ„¢ Meetings: Help the CEO and PresidentCOO prepare for and follow up on EOSâ„¢ meetings, ensuring alignment with the company's mission and operational efficiency.Track Social Impact Goals: Ensure office activities and projects contribute to tracking and achieving the company's social impact goals, in line with EOSâ„¢ principles.AccountabilityAccountable to: Integrator (and Visionary)Key Metrics: Efficiency of office operations, successful community engagement events, cost control within the office budget, effective executive support in work and life, and alignment with the company's social impact goals.Skills & CompetenciesStrong organizational and time-management skills, with an ability to manage both office and personal tasks.Excellent communication skills, with the ability to interact with internal and external stakeholders and prioritize effectively.Proficiency in office management software (e.g., MS Office, G Suite, sustainability tracking tools) and project management tools.Experience with sustainability practices, ethical sourcing, and social responsibility initiatives.Discretion and confidentiality in handling sensitive information.A passion for social impact and aligning day-to-day operations with the company's mission.Outcome ExpectationsEnsure smooth, efficient office operations that reflect the company's mission and values, supporting both business goals and social impact initiatives.Provide exceptional support to the CEO and PresidentCOO, enabling them to focus on strategic growth and impact.Foster a positive, inclusive, and sustainable office environment that promotes the company's culture and long-term mission.Triple20 is an equal opportunity employer, committed to creating a diverse and inclusive workplace. We encourage applications from individuals of all backgrounds and do not discriminate based on identity or status. We believe a diverse and inclusive workforce leads to better ideas and outcomes, and we are dedicated to fostering a workplace where everyone feels respected, valued, and empowered to thrive.

Created: 2025-02-21