Office Manager

PURE Insurance; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

PURE Insurance in Midtown Manhattan seeks an organized Office Manager / Executive Assistant to support day-to-day office operations and senior leaders while providing remote administrative support. The role blends facilities coordination, calendar management, travel planning, and vendor liaison to ensure a welcoming, efficient office environment.

The position requires discretion, strong communication, and the ability to manage multiple priorities in a fast-paced, member-focused company with

Qualifications

• 3+ years in office management or executive administration, workplace operations, or similar role.
• Experience supporting senior executives is preferred.
• Strong organizational and time management skills with the ability to multitask.
• Excellent written and verbal communication with a professional, service-minded approach.
• Discretion, sound judgment, and confidentiality when handling sensitive information.
• Experience coordinating vendors and facilities-related requests and ensuring timely resolution.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Experience with Concur or similar travel and expense systems is preferred.
• Comfort working on-site in Midtown NYC with flexibility for occasional meetings/events.

Responsibilities

• Oversee daily office operations; keep shared spaces, conference rooms, and common areas well-organized and ready for use.
• Coordinate group lunches, deliveries, and meal setup for employees.
• Manage supplies, beverages, and pantry items; ensure equipment maintenance as needed.
• Serve as primary contact for property management, vendors, and building engineers; follow through on service requests.
• Schedule HVAC maintenance, maintain service records, and escalate major issues as needed.
• Handle mail, shipments, and receiving logistics; manage building access and visitor registration.
• Process invoices, reconcile purchases, and submit expenses according to procedures.
• Identify facility needs and communicate recommendations to leadership.
• Provide remote admin support to senior leaders: calendar management, meetings, and scheduling.

Tools

Concur

Microsoft Office

Job description

About the role

We are seeking a highly organized, proactive Office Manager / Executive Assistant to support the day-to-day operations of PURE's Midtown Manhattan office while providing remote administrative support to designated senior leaders. This role combines office management, facilities coordination, executive administrative support, and employee engagement. The ideal candidate is detail-oriented, service-minded, and comfortable managing multiple priorities independently. They will play an important role in ensuring our NYC office runs smoothly, creating a welcoming environment for employees and visitors, and providing reliable administrative support to senior leadership. This position is based in our Midtown NYC office, with regular on-site presence, particularly Tuesday through Thursday, and flexibility to support business needs throughout the workweek.

What you'll do

Office Operations & Facilities

• Oversee day-to-day office operations, ensuring shared spaces, conference rooms, and common areas are organized, well-maintained, and ready for use.
• Coordinate group lunches, including ordering, deliveries, and meal setup for employees.
• Monitor and maintain office and pantry supplies, including ordering, receiving, and stocking deliveries.
• Ensure office beverage equipment, including coffee, ice, and water machines, is maintained and serviced as needed.
• Serve as the primary point of contact for property management, building engineers, and external vendors, coordinating service requests and following through to resolution.
• Coordinate HVAC preventative maintenance and repairs, including scheduling vendor visits, maintaining service records, and escalating significant issues as needed.
• Manage incoming and outgoing mail, packages, and occasional shipments.
• Coordinate building access, employee badges, visitor registration, and access updates for new hires and departing employees.
• Process office-related invoices, reconcile purchases, and submit expenses for approval in accordance with company procedures.
• Identify office furniture, equipment, and facility needs and communicate recommendations to department leadership.

Administrative Support

• Provide remote administrative support to designated senior leaders, including calendar management, meeting coordination, and scheduling across multiple priorities.
• Coordinate business travel arrangements, including flights, accommodations, ground transportation, itineraries, and last-minute changes using Concur.
• Prepare and submit corporate card expense reports, including collecting receipts, coding expenses, reconciling transactions, and resolving discrepancies.
• Prepare and distribute recurring reports for designated departments, ensuring accuracy and timely delivery.
• Handle confidential executive and business information with professionalism, discretion, and sound judgment.
• Anticipate administrative needs, identify scheduling conflicts, and proactively support the priorities of senior leadership.

Meetings, Employee Experience & Onboarding

• Coordinate conference room setup and meeting logistics, including partnering with IT to troubleshoot audiovisual or connectivity issues.
• Support executive and board meetings hosted in the NYC office, including room preparation, catering, visitor coordination, and on-site logistics.
• Plan and coordinate employee engagement activities, including volunteer opportunities, team gatherings, and employee celebrations.
• Organize office-wide events, including holiday celebrations, summer events, and occasional happy hours.
• Partner with IT and internal teams to coordinate new-hire workstation readiness, equipment, office access, and first-day onboarding.
• Welcome visiting employees and guests, assisting with office access, local recommendations, and meeting logistics.
• Identify opportunities to improve office processes and enhance the overall employee experience.

What we're looking for

• 3+ years of experience in office management, executive administration, workplace operations, or a similar support role.
• Experience supporting senior executives preferred.
• Strong organizational and time management skills, with the ability to independently manage competing priorities and time-sensitive requests.
• Excellent written and verbal communication skills, with a professional, approachable, and service-oriented mindset.
• Proven ability to exercise discretion, sound judgment, and confidentiality when handling sensitive information.
• Experience coordinating vendors, managing facilities-related requests, and ensuring timely resolution of issues.
• Strong attention to detail and a proactive approach to anticipating needs and solving problems.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and Teams.
• Experience with Concur or similar travel and expense management systems preferred.
• Comfort coordinating basic meeting room technology needs in partnership with IT.
• Ability to work regularly on-site in our Midtown NYC office, with flexibility to accommodate occasional meetings and events outside the typical schedule.

The base salary for this role can range from $65,000 to $85,000 based on a full-time work schedule. An individual's ultimate compensation will vary depending on job-related skills and experience, geographic location, alignment with market data, and equity among other team members with comparable experience.

What We Do

We're a member-owned property and casualty insurer designed exclusively for financially successful families and driven by a purpose of doing what is right for our members. We provide exceptional service, hospitality and care, we partner with our members to help prevent losses and we create smart insurance solutions at fair prices. We aim for our members to love their insurance. It is our mission is to create a membership experience so compelling that our members never want to leave.

Who We Are

We want to be transparent about what we expect from each other. From PURE you can expect: Opportunities to stretch and grow: your professional and personal development matters to us. We’re committed to providing experiences through on-the-job learning and professional development that increase your impact and rewards. Clarity and kindness: you can rely on us to be open, honest and supportive, offering clarity on what success looks like. Support in good times and bad: we believe in showing up for each other consistently, not only when it’s easy. You can expect a thoughtful partner, even when we disagree. A community that cares: we are committed to sustaining a community in which each person feels cared for as an individual. We lift each other up, celebrate wins together and support one another through challenges in work and life.

Who You Are

All of the strongest relationships are a partnership- a two way street.

So here's what we ask of you

• Aim to bring your best every day: you're here because you want to be part of a team that makes a real impact and aims high.
• Be a student and a teacher: share your knowledge and talents and be willing to listen and learn from those around you.
• Get comfortable being uncomfortable: we face tough moments and obstacles with a "courage over comfort" approach and a positive, solutions-oriented mindset.
• Be a culture builder: building a positive culture is everyone's responsibility based on care, respect and openness to diverse perspectives.

Want to Learn More

[Our Values] [Our Benefits] [Our Community Impact] [Our Leadership]

We are a member-owned property and casualty insurer designed exclusively for financially successful families and driven by a purpose of doing what is right for them. We provide exceptional service, hospitality and care, we partner with our members to help prevent losses, and we create smart insurance solutions at fair prices. We aim for our members to love their insurance. It is our mission to create a membership experience so compelling that our members never want to leave.