Office Manager

Voltera; New York (NY); Híbrido; USD 115.000 - 135.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Annual bonus

Equity compensation

Comprehensive health insurance (M/D/V)

401(k) with company match

Unlimited vacation time

11 paid company holidays

Monthly health stipend

Monthly phone & internet stipend

Electric vehicle incentive

Descripción de la vacante

Voltera seeks an organized and proactive Office Manager to keep our Brooklyn office running smoothly while providing high-level support to our CEO and Executive Leadership Team.

You will own day-to-day operations, manage calendars, coordinate events, and partner with the People Team on All Hands meetings and offsites. The role requires a practical, service-oriented approach and strong communication in a fast-moving company.

Formación

• 3+ years in office management, workplace operations, or similar role.
• Experience supporting senior executives and coordinating calendars, meetings, and events.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint).

Responsabilidades

• Own day-to-day operations of Voltera’s Brooklyn office, keeping the space organized and welcoming.
• Manage mail, packages, and shipments; coordinate deliveries as needed.
• Coordinate office lunches, catering, snacks, supplies, and vendor relationships.
• Prepare conference rooms and spaces for meetings and events, handling logistics and materials.
• Provide executive calendar management, travel coordination, and follow-up support.
• Coordinate All Hands meetings, team events, and company offsites with People Team.
• Maintain calendars, trackers, and files; identify process improvements across teams.
• Perform additional responsibilities as assigned.

Conocimientos

Office management

Executive support

Calendar management

Event planning

Travel coordination

Vendor management

Communication

Discretion

Herramientas

Microsoft 365

Descripción del empleo

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:

• Competitive base salary
• 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.