Office Manager

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Locations: New York

Our people are our best asset. We hire, grow and develop the brightest talent and one of the key things we believe is our duty to provide is an environment that helps them flourish.
This role is integral in ensuring the US Headquarters is in top form at all times – whether it be for client-facing meetings, internal gatherings or just a standard Tuesday. It requires an individual with a can-do, service attitude as well as a process driven style. You’ll be the face of Mind Gym upon a candidate, client or vendor’s arrival and will ensure their experience at our office is positively delightful.
You’ll use your service-centric mindset paired with your skilful process to ensure every detail of our office is looked after. You’ll find complete satisfaction in being both the office caretaker as well as the lead person for all-things facilities related. You’ll report to the Global HR Manager but will have the opportunity to work directly with every team at every level at Mind Gym.

On a typical day, you will:


    • Curate the best guest experience by acting as Mind Gym’s first point of contact for all guests and employees when they arrive
    • Answer, transfer and appropriately field all incoming calls, ensuring all urgent calls are dealt with by the wider team as a priority. Messages must be accurately taken and relayed, recognising the importance of each call and ensuring relevant team members have all the information needed to respond
    • Seamlessly manage the maintenance of our office to ensure it’s is functioning at its best, proactively resolving any issues on an adhoc basis
    • Manage relationships with contractors and suppliers from both a value-add as well as maintenance perspective
    • Manage the future strategy/planning of our office and employee experience for all of the US. This includes WeWork space management, other office locations and execution of an imminent NY office move
    • Regularly review the office budget and propose alternative service providers and/or solutions where appropriate
    • Own all Health & Safety, Fire Safety and security measures for the office and all office employees
    • Partner with EA/ Office & Events Associate to deliver the Mind Gym events calendar, including in-office events as well as larger company parties and gatherings


    What you will need:


    • 2-5 years of experience managing an office space at a fast-paced, entrepreneurial company
    • A spirit to serve – you see employees as your clients and even on the busiest of days prioritize them first (preferably with a smile!)
    • Ambition to tackle new responsibilities paired with the initiative to know when (and how) to push forward
    • Knowing the devil is in the details – you have a keen eye for detail and precision to match
    • A growth mindset – you’re always looking for ways to develop and improve. You seek feedback as much as possible and learn from mistakes along the way
    • Willingness to lean in wherever necessary – you’re not someone who is looking to be bound by a job description and nothing is too small or big for you to tackle
    • Confident and persuasive communication skills with both internal and external stakeholders – you use this to build relationships swiftly at all levels


    What we will deliver:

    Mind Gym became a PLC in 2018 and with that, a commitment to continue our rapid growth and success in the US and beyond. We’ve figured out the key to our growth in the industry, now we just need to tackle the growth of our physical presence. This is where you come in.
    We’ve always been able to foster a start-up, family feel and part of this is due to the environment we’ve so carefully created and cultivated in our US headquarters. This role has the unique opportunity to touch all aspects of the business and even get exposure to our most senior leadership team. You’ll go above and beyond the typical office management or receptionist responsibilities – you’ll be a part of setting the strategy for how we grow our physical space while still maintaining the culture that makes us so unique.
    This role will satiate a hunger to serve others, while enhancing one’s project/process management experience. It’s truly the best of both worlds. As we continue our growth, the opportunity to develop and expand within this role and function will only widen as well – be a trailblazer and help build it with us.

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