Office Manager

pureinsurance; New York (NY); On-site; USD 60,000 - 82,000; Full time

Job summary

PURE seeks a highly organized 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 operations, facilities coordination, and employee engagement. The ideal candidate is detail-oriented, service-minded, and capable of managing multiple priorities independently to keep our NYC office welcoming and productive, with on-site presence Tue–Thu.

Qualifications

• 3+ years of experience in office management or executive support.
• Experience supporting senior executives preferred.
• Strong organizational and time management skills.
• Excellent written and verbal communication with a professional, service-oriented mindset.
• Ability to handle confidential information with discretion.
• Experience coordinating vendors and facilities requests.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Experience with travel and expense systems (Concur or similar) preferred.
• Comfort working on-site in Midtown NYC with flexibility to support business needs.

Responsibilities

• Oversee day-to-day office operations, ensuring shared spaces, conference rooms, and common areas are organized and ready for use.
• Coordinate group lunches, including ordering, deliveries, and meal setup for employees.
• Monitor and maintain office and pantry supplies, including ordering and stocking deliveries.
• Maintain office beverage equipment and service as needed.
• Serve as primary contact for property management, building engineers, and vendors; coordinate service requests.
• Schedule HVAC maintenance and maintain service records.
• Manage mail, packages, and occasional shipments.
• Coordinate building access, badges, and visitor registration for new hires and departures.
• Process invoices and reconcile purchases per company procedures.

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 accomm