Executive Assistant / Office Manager (Hybrid)

Keep Growing with Nutrafol

We’re a growing company. Everything we do, we do to help people grow into the best version of themselves. As the pioneers of hair wellness, we create clinically tested products for hair growth and provide support for people at every step of their hair journey.

Our multi-factorial approach targets key root causes of hair thinning using a patented blend of standardized vitamins, minerals and natural ingredients -- and is recommended by over 7,500 physicians and hair professionals for trusted, reliable results. We never settle, and are continuously challenging existing treatments and methodologies to advance the frontier of hair science. As we help our customers grow, we grow too -- by embracing individuality and differences, leading by example, and empowering ourselves and others with our passion for wellness and innovation.

Keep growing. It’s our mantra. Our commitment to helping anybody and everybody committed to realizing their own potential to grow.

About You

Nutrafol is seeking a detail-oriented multi-tasking Executive Assistant/Office Manager to join our team. This individual will provide high-level administrative support to the CEO and CMO, and ad hoc support to our core Executive team, as well as manage the general administration of our New York City office - this will be a hybrid role with a minimum of 3 in-office days per week.

This is an outstanding opportunity for a highly motivated Executive Assistant to assume a pivotal role in the evolution of a fast-growing, highly respected organization. Our team of 7 executives are mostly remote with moderate travel, and our office is about 2,000 square feet. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities

Executive Support: 80%

Provide primary daily administrative support to our CEO and CMO, and ad hoc support for the other five executive team members as needed

Manage executive calendars by scheduling calls, travel, meetings, and coordinate all related arrangements

Handle coordination and management of executive travel, group logistics, meetings and interviews

Prepare and coordinate executive correspondence and mailings

Use G-Suite and MS Word, PowerPoint, and Excel skills to develop documents, presentations, and reports

Review and process all executives’ expense reports for payment in Expensify

Supply administrative and meeting support as requested by the executive team

Office Management: 20%

Manage all office mail: sorting, opening and distributing, scanning, filing, etc. in coordination with the People Team

Manage ordering of all office supplies, kitchen snacks, and any miscellaneous orders

Design, manage, communicate and oversee implementation of office operations, policies, and procedures

Evolve and improve the operational efficiency of systems and processes impacting office operations in partnership with the People Team

Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional, and office equipment

Liaise with all building staff and external contractors; including planning, coordinating, and managing onsite requirements

Interface effectively with building and facilities, coordinate office maintenance, and drive issues to resolution

Provide event support and planning, including retreats, meetings, and staff events. This includes logistical research and planning and day-of support

Develop and maintain virtual files and organizational systems as needed or requested

Schedule conference rooms, resolving conference room scheduling and technology issues for team

Assist with office needs, acquiring new and disposing of old furnishings, and upkeep as needed or requested. Assist with onsite storage maintenance and upkeep. Work with vendors to direct completion of requests and maintenance needs

Participate as needed in special projects and events

Perform other duties as assigned

Requirements

Ability to be in the office at a minimum of three (3) days per week

Successful experience working with executive-level staff; outstanding organizational and administrative skills

5+ years’ experience as an office administrator, operations manager, or executive assistant

Advanced-level skillset with G-Suite, Slack, and MS Word, PowerPoint, Excel, Zoom, and Adobe

Able to distinguish between urgent and non-urgent issues and multi-task on a continuing and consistent basis

Detail-oriented with the ability to prioritize and organize tasks

Judgment to treat confidential information appropriately and maintain a high level of trust

Ability to thrive in a fast-paced, constantly changing environment (high growth company experience preferred) and must have corporate working background

Nutrafol takes into consideration a wide range of factors in final compensation decisions, including but not li…