Office Manager/Executive Assistant
GALE helps brands solve complex challenges through our integrated consultancy and agency offering. Headquartered in New York with offices in Toronto, Singapore and Bangalore, our teams are connected by a set of core values that inform everything we do, from how we hire to how we work together: values like Everyone Matters, No Silos, and Masters of Our Craft.
If you’re driven by a passion to build something great, a desire to innovate, and a commitment to achieve excellence in your craft, GALE is a great place for you.
About the role
This is a hybrid role carrying approximately 70% Office Management and 30% Executive Assistant responsibilities to support our C-level and a Managing Director. The ideal candidate will be the face and energy of GALE’s New York office providing first-class client, candidate and employee experiences. This role is perfect for you if you are professional, confident, organized, ambitious, and are passionate about supporting our executives and representing the GALE brand and culture.
You will maintain a professional presence in the office and support all teams in New York, including the leadership team of three. You will report to the Manager of Operations, North America, based in Toronto. The Office Coordinator in New York will report into you.
The Office Manager/Executive Assistant will keep the New York operation running smoothly day-to-day and work to optimize employee experience, productivity and culture. This is an exciting experience for someone who is eager to roll up their sleeves and evolve the role as GALE grows.
Who you are
3-5 years of executive assistant experience and experience with client facing and employee facing roles, preferably in an agency
Excellent organizational and time management skills
Diplomatic in managing executive schedules to balance multiple priorities
Proactive, communicative, and able to work with minimal supervision
You are driven to be the go-to person as a resource for information, assistance and excited to help build a fun and collaborative office culture
Passionate about connecting with others and builds relationships with ease and authenticity
Able to handle multiple tasks simultaneously, and to prioritize effectively and respond to last-minute requests
Investment in excellent customer service
Able to make decisions regarding the operations of the office and culture
Positive attitude, always with a smile on your face, and flexible
Available for after hours assistance to accommodate the executives’ schedules
What you’ll be doing
Support three C-level executives (Chief Brand Officer, Managing Director, and Executive Creative Director), managing their calendars, travel arrangements, expenses and other daily requests (with the support of the NY Office Coordinator and TO Office Manager)
Make decisions based on integrity and good judgment to enable a smooth operations of every aspect of their work
Be a business partner for these three executives and able to make high-level operational recommendations
Collaborate with, train, and manage the office coordinator on shaping and maintaining the office experience
Perform performance reviews with the Office Coordinator and guide her growth
Run the NYC office from an operational perspective
Own and maintain office culture by helping HR to implement employee engagement initiatives
Chair the culture committee, steer the vision and drive initiatives
Oversee the budget of the NYC office and strive to find efficiencies and expand on our impact for investment
Maintain office organization and anticipate needs, recommend creative and efficient solutions
Play an active role with HR in shaping and driving the end to end employee experience; from interviewing to onboarding and the daily work environment
Plan, execute and manage the budgets of on and offsite client meetings, and office wide events including our annual holiday party and anniversary gala
Proactively manage the office environment and collaborate with the Toronto office when possible
Work closely with the Operations Manager, North America on creatively pushing the boundaries of the operations team’s reach
Supervise the office coordinator in ordering and managing supplies, maintaining kitchen, and organizing daily snacks
Where necessary, assist with daily tasks, plan and implement special projects and presentations as necessary
Maintain vendor relationships, conduct competitive analysis and where needed source new vendors
GALE is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.