NYC Office Manager & Executive Assistant

As a global marketing experience company, Quad's goal is to help our clients win every day. We use our data-driven integrated marketing and manufacturing platform to streamline solutions for our clients, reduce friction and enhance their marketing spend effectiveness. We've built a rich legacy by believing in our people, allowing them to act like owners and to take charge of their own success. Whether an operator, sales rep, a graphic artist or a clinician, we're all driven to perform at our best- for ourselves and our clients. At our core, we're a company that believes we can always create a better way.

The Office Manager and Executive Assistant is responsible for overseeing the daily operations of Quad's NYC office located on Irving Place (near Union Square and Gramercy Park) and providing comprehensive administrative support to the Chief Marketing Officer (CMO). This role supports all administrative efforts to enable the team to function more efficiently and will act as a liaison between the internal marketing team and other business units (i.e., sales operations, procurement, legal, HR, IT, etc.).

This is a fully onsite role in New York, New York.

NYC Office Manager Responsibilities:

• Provide front desk support, including but not limited to guest/client check-ins, facilitating deliveries and drop-offs, communicating with employees, and triaging incoming inquiries or requests.
• Monitor and procure office supplies, tools, equipment, or technology as needed (i.e., stationery, furniture, kitchen snacks, and equipment/technology).
• Coordinate office maintenance using a preferred list of vendors to keep the office clean and safe, and ensure its appliances are in good working order.
• Manage the annual maintenance, repairs, and service needs such as pest control, cleaning, waste management, HVAC, kitchen appliances, and alarm system.
• Maintain the office calendar and coordinate the logistics of marketing team functions within the space, which includes client-related events or leadership-organized meetings with responsibilities including assisting with meeting planning, catering, room prep, etc.
• Act as the main point of contact for the NYC event space and assist as needed with client events.
• Onboard new vendors, coordinating documentation and communication with outside vendors and cross-functional teams (i.e., procurement) to ensure a proper onboarding process and procedures are implemented.
• Oversee all NYC office-related vendor relationships, including the coordination of any office repair needs on a case-by-case basis.
• Coordinate meeting and system logistics for visitors and Quad employees (i.e., generating WiFi logins, reserving conference rooms, managing office badge/fob access).

Executive Assistant Responsibilities

• Schedule and manage the CMO's calendar, including meetings, appointments, and travel arrangements.
• Serve as the primary point of contact to prioritize and determine the most suitable events or meetings for the executive's time.
• Coordinate travel arrangements for internal and external meetings (trip requests, submitting expense reports, etc.) on behalf of the CMO and the marketing leadership team.
• Compile, submit and monitor CMO's business expenses. Flag inaccuracies or delays in payment.
• Assist with the CMO's meeting preparation, including coordinating logistics and handling post-meeting follow-ups as directed by the CMO.

Qualifications

• Must be willing to be available onsite full-time, five days a week.
• Capable of greeting guests in a professional, friendly demeanor.
• Ability to travel around the city with proficient knowledge of navigating Manhattan and other surrounding areas.
• Capable of lifting, carrying, or moving items up to 20 pounds.
• Develop a solid working knowledge of Quad's internal systems (i.e., IT request system, P.O. system, Quad's "Smart tools" that apply to marketing needs, Concur travel, etc.).
• Develop a thorough understanding of Quad's matrix organization to understand the right "go-to" for cross-functional needs in relation to marketing operations (procurement, IT, Accounts Payable, etc.).
• Available to work outside of regular office hours during scheduled events and to travel when necessary.
• Bachelor's degree in business administration, office management, marketing, or a related field is preferred.
• Minimum of 3 years of experience in office management, executive administrative support, or related roles.
• Basic understanding of the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Excellent attention to detail and written/verbal communication skills.
• Ability to remain calm under pressure without losing a customer-service-oriented attitude.
• Good listener, collaborator, and able to work in a fast-paced environment while being able to adjust quickly to incoming requests and handle them in a timely manner.
• Ability to handle sensitive information with discretion and exhibits sound judgment with the ability to prioritize and make decisions.
• Has a resourceful, can-do attitude and is eager to tackle new projects and ideas.
• Experience managing audio and virtual event production is a plus.

Employees can be expected to be paid an annualized salary range of $65,000-$95,000, based on variations in knowledge, skills, experience and market conditions.

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We offer excellent benefits to eligible employees, including 401(k), holidays, vacations and more.

Quad is proud to be an equal opportunity employer and values diversity. We are committed to creating a place of belonging - a space where employees do not need to sacrifice who they are to exist and grow in our workplace. Quad does not discriminate on any unlawful basis including race, religion, color, national origin, disability, gender, gender identity, sexual orientation, age, marital status, veteran status, genetic information, or any other basis prohibited by applicable federal, state, or local laws. Quad also prohibits harassment of applicants and employees based on any of these protected categories.

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