Office Manager

Voltera-Power; New York (NY); Hybrid; USD 115,000 - 135,000; Full time

Benefits offered by this job

Annual bonus

Equity compensation

Medical, dental, vision insurance

401(k) match

Unlimited vacation

11 paid holidays

Wellness stipend

Phone/internet stipend

Electric vehicle incentive

Job summary

Voltera seeks an organized Office Manager to run our Brooklyn office and provide high-level administrative support to the CEO and Executive Leadership Team. This role ensures smooth day-to-day operations, complex scheduling, and coordination of events with the People Team.

The ideal candidate anticipates needs, communicates effectively, and thrives in a fast-moving environment. Hybrid work from the Brooklyn office is required at least three days per week.

Qualifications

• 3+ years in office management, workplace ops, or similar
• Experience supporting senior executives and coordinating calendars/meetings
• Strong organization and attention to detail with proactive ownership
• Excellent written and verbal communication with professional judgment
• Ability to handle confidential information discreetly
• Proficiency with Microsoft 365 suite (Outlook, Word, Excel, PowerPoint)

Responsibilities

• Oversee day-to-day operations of Voltera’s Brooklyn office, keeping the space organized and welcoming
• Manage mail, packages, and shipping coordination
• Coordinate lunches, catering, supplies, and vendor relations
• Prepare conference rooms for executive, Board, and company-wide meetings, including logistics
• Provide calendar management, travel coordination, and follow-up support for ELT
• Partner with People Team for All Hands, events, and onsite logistics
• Maintain calendars, trackers, files, and documentation; improve office processes
• Perform additional responsibilities as assigned

Skills

Office management

Calendar management

Executive support

Project management

Written & verbal communication

Discretion with confidential info

Microsoft 365

Outlook

Word

Tools

Outlook

Word

Excel

PowerPoint

Job description

Our collective future depends on carbon-free transportation. To forge that future, Voltera develops, owns, and operates the infrastructure that enables companies to succeed at scale with zero-emission vehicles. We’re looking for innovative, people-first team members who understand that culture is critical in our effort to positively impact the world’s transition to a carbon-free transportation future.

Voltera is looking for a highly organized, proactive, and service-oriented Office Manager to keep our Brooklyn office running smoothly while providing high-level administrative support to our CEO and Executive Leadership Team.

This role will oversee day-to-day workplace operations, manage complex executive scheduling and meeting logistics, and partner with the People Team on company-wide events and offsites. The ideal candidate is a resourceful self-starter who anticipates needs, communicates effectively, and brings strong organization and follow-through to a fast-moving environment.

WHAT YOU’LL DO:

• Own the day-to-day operations of Voltera’s Brooklyn office, ensuring the space is organized, welcoming, stocked, and ready for employees and visitors.
• Manage incoming and outgoing mail and packages, including sorting, distributing, filing, and coordinating shipments as needed.
• Coordinate office lunches, catering, snacks, supplies, repairs, and other workplace needs; serve as the primary contact for building management and office vendors.
• Prepare conference rooms and shared spaces for executive, Board, customer, candidate, and company-wide meetings, including coordinating materials, technology, catering, and day-of logistics.
• Provide administrative support to members of the Executive Leadership Team, including complex calendar management, internal and external scheduling, travel coordination, and follow-up support.
• Partner with the People Team to coordinate All Hands meetings, team events, employee engagement activities, new-hire onsite logistics, and company offsites, including venues, travel, meals, materials, attendee tracking, and onsite support.
• Maintain workplace calendars, trackers, files, and documentation; identify opportunities to improve office processes and partner with People, IT, Security, Finance, and other teams to support a seamless employee experience.
• Perform additional responsibilities as assigned.

MUST-HAVE:

• 3+ years of experience in office management, workplace operations, executive assistance, administrative support, People Operations, or a similar role.
• Experience supporting senior executives and coordinating complex calendars, meetings, and event logistics.
• Strong organizational and project management skills, with exceptional attention to detail and reliable follow-through.
• A proactive, service-oriented approach and the ability to anticipate needs, identify gaps, and take ownership with limited direction.
• Excellent written and verbal communication skills, with the judgment and professionalism to work with employees, executives, Board members, and external partners.
• Ability to manage multiple priorities, adapt quickly as needs change, and handle confidential or sensitive information with discretion.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, and PowerPoint
• Ability to work from Voltera’s Brooklyn office at least three days per week, with additional onsite availability for key meetings and events.

NICE-TO-HAVE:

• Experience coordinating Board meetings, company offsites, All Hands meetings, or other large-scale employee events.
• Experience working in a fast-paced, growing, or entrepreneurial organization.
• Familiarity with workplace access, visitor management, vendor management, or facilities-related processes.
• Experience supporting hybrid or geographically distributed teams.
• Interest in sustainability, transportation, energy, or climate technology.

LOCATION:

• Brooklyn, NY — Hybrid, with a minimum of three days per week in the office and additional onsite presence as needed for important meetings, events, or business needs.

COMPENSATION & BENEFITS:

The base compensation for this role is $115,000 to $135,000. Our total compensation and benefits package is designed to support employees both personally and professionally. It includes:

• Annual bonus opportunity
• Incentive equity compensation
• Comprehensive medical, dental, and vision insurance
• 401(k) with company matching
• Unlimited vacation time
• 11 paid company holidays
• Monthly health and wellness stipend
• Monthly phone and internet stipend
• Electric vehicle incentive

Candidates must be legally authorized to work in the United States.

Voltera believes diversity – of thought, backgrounds, and experiences – affects all that we do, from our employees to the solutions we deliver. Our goal is to create an environment in which inclusion through diversity helps deepen the lives and work experience of our employees, enhances our innovation and creativity, and enriches our involvement in our communities. Voltera is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin or ancestry, physical or mental disability, as well as any other category protected by applicable federal, state, or local laws.