Workplace Experience Manager

doctronic.ai; New York (NY); On-site; USD 120,000 - 180,000; Full time

Job summary

Doctronic is seeking a Workplace Experience Manager to own the day-to-day employee experience in our NYC office, managing vendors, onboarding, events, and calendar coordination. You’ll partner with the executive team, handle confidential information with discretion, and keep leadership calendars in order while ensuring a smooth, welcoming office for Monday–Thursday in NYC.

This high-autonomy role at a fast-scaling AI healthcare company offers influence over how the executive office runs and

Qualifications

• 8+ years as Office Manager or EA supporting C-level leadership at a fast-moving company.
• Experience coordinating office operations and team support.
• Exceptional organizational skills with ability to multitask without errors.
• Strong written and verbal communication with a polished professional presence.
• Discretion and sound judgment handling confidential information.
• Ability to operate in ambiguity and build processes where none exists.
• Proficiency with Google Workspace, Slack, Notion and expense platforms.
• Experience using AI to streamline tasks and improve processes.

Responsibilities

• Office administration: manage vendors, budget, building coordination, facilities issues, mail handling, and office supply.
• Workplace experience: greet visitors, support events, manage expenses via Ramp, plan internal events and off-sites.
• Calendar coordination: manage senior team calendars and quarterly review meetings.
• HR and recruiting support: onboarding, interview calendars, space needs, confidential information handling.

Skills

Office management

Executive support

C-level support

Calendar management

Discretion

Communication

Organization

AI-savvy

Tools

Google Workspace

Slack

Notion

Expense platforms

Job description

ABOUT DOCTRONIC

Doctronic is building AI-powered clinical tools that help patients get accurate answers and appropriate care faster. Backed by Union Square Ventures and Lightspeed Venture Partners, the team is scaling quickly across engineering, clinical, and product functions — and needs a Workplace Experience Manager who can keep leadership's time, communication, and priorities running smoothly as the company grows.

THE ROLE

As Workplace Experience Manager, you’ll be the face of Doctronic and own the day-to-day employee experience in our NY office. You’ll keep the space running smoothly, from vendor relationships and supplies to events, in-office interviews and new employee onboarding, while serving as a force multiplier for our leadership team. You’ll manage complex calendars, anticipate needs before they’re voiced, and handle sensitive information with discretion. You will interact closely with Doctronic’s executive team. In-office Monday - Thursday in NYC.

WHAT YOU'LL DO

• Office administration:
  • Manage outside vendors that support our office including IT, food, janitorial
  • Be responsible for an office budget
  • Take ownership of all coordination with the building
  • Manage any urgent office issues in person, including facilities issues (leaks, broken lights, etc.)
  • Manage all package deliveries, including breaking down boxes as needed
  • Determine best approach to snacks and stock the kitchen; empty the dishwasher
  • Manage incoming mail and distribute to appropriate team members
• Workplace Experience:
  • Be the first friendly face of Doctronic for visitors who come to the office
  • Support NY team events (happy hours, lunches, etc.)
  • Review and approve larger team expenses through Ramp
  • Research vendors for upcoming events
  • Support ordering and distribution of company swag
  • Plan and execute internal events, offsites, and team gatherings, including logistics and budget management
  • Be a key partner in any senior team or company-wide off-sites
• Calendar coordination:
  • Periodically coordinate senior team calendars for larger group meetings or time sensitive meetings
  • Coordinate standing quarterly review meetings
• Support HR and Recruiting Initiatives:
  • Support in-person interview calendars and conference room coordination
  • Support onboarding and new hire orientation
  • Address employee needs within the office space (noise, allergies, etc.)
  • Handle confidential and sensitive information with absolute discretion
  • Surface any in-person employee needs to HR

WHAT WE'RE LOOKING FOR

• 8+ years of experience as an Office Manager or Executive Assistant supporting C-level leadership, ideally at a fast-moving company.
• Experience as an office manager with team support as part of the responsibilities
• Exceptional organizational skills and an ability to juggle competing priorities without dropping details
• Strong written and verbal communication, with a polished, professional presence
• A high degree of discretion and sound judgment when handling sensitive or confidential information
• Comfort operating in ambiguity and building process where none exists yet
• Proficiency with common productivity and calendar tools (Google Workspace, Slack, Notion, expense platforms)
• Strong use of AI to streamline tasks, improve processes and reduce mistakes

NICE TO HAVE

• Experience supporting teams in preparing materials for recurring meetings such as monthly KPI meetings, all hands, etc. (ideally with the help of AI)
• Familiarity with IT and security in offices

WHY DOCTRONIC

• Work directly with founders and leadership at a fast-scaling AI healthcare company
• Backed by top-tier investors (Union Square Ventures, Lightspeed Venture Partners)
• High-trust, high-autonomy role with real influence over how the executive office runs
• Competitive compensation, equity, and benefits