Executive Assistant & Office Experience Manager

📋 Description

• • ButterflyMX is revolutionizing the way people interact with their buildings, offering a smart, smartphone-based access solution for multifamily, commercial, and student housing properties worldwide. Our mission is to empower seamless door and gate management, enhancing convenience for residents and operational efficiency for property managers and developers. With installations in over 20,000 properties, we are a trusted name in real estate technology, known for lowering operating costs and significantly boosting tenant satisfaction.
• • As the Executive Assistant & Office Experience Manager, you will be the linchpin of our NYC Headquarters, playing a dual role that is absolutely critical to the smooth functioning of our executive team and the vibrant atmosphere of our office. This position is designed for a highly organized, proactive, and discreet individual who thrives on anticipating needs, solving problems before they arise, and taking immense pride in creating an exceptional and efficient environment for everyone. If you possess a true "get stuff done" mentality and a passion for operational excellence, this role offers a unique opportunity to make a tangible impact on our company's daily operations and overall success.
• • In your capacity as Executive Assistant, you will provide high-level administrative support to our executive team. This includes meticulously managing complex calendars, coordinating intricate travel arrangements, and efficiently processing expense reports. You will serve as the primary point of contact, expertly liaising between executives and both internal and external stakeholders, ensuring clear and timely communication.
• • A key responsibility will be overseeing board communications. This involves expertly scheduling board meetings, meticulously preparing comprehensive board materials, and diligently ensuring that all action items are followed up on promptly. You will also partner closely with the executive team to prepare and edit critical documents, compelling presentations, and insightful reports, directly contributing to the advancement of key projects and strategic initiatives.
• • Furthermore, you will be instrumental in assisting with a variety of special projects and company-wide initiatives, facilitating cross-functional team coordination to drive progress. Your organizational prowess will be evident in your ability to organize and attend meetings, ensuring that accurate minutes are taken and that subsequent action items are clearly defined and followed up on.
• • Handling confidential and sensitive information with the utmost discretion and professionalism is paramount in this role. Your ability to maintain confidentiality will be a cornerstone of the trust placed in you by the executive team.
• • As the Office Experience Manager, you will be responsible for the day-to-day operations of our NYC Headquarters, transforming it into a productive, engaging, and energizing workspace that is both professional and enjoyable. This involves a proactive approach to ensuring our office is a welcoming and efficient hub for our team.
• • You will meticulously manage office supply inventory, ensuring that all necessary resources are available and replenished. This includes overseeing equipment maintenance and cultivating strong, reliable vendor relationships to ensure seamless service delivery.
• • A significant part of your role will be coordinating office events, from team-building activities and departmental meetings to significant executive offsites. Your creativity and organizational skills will shine in planning and executing memorable and productive gatherings.
• • You will take a proactive stance in maintaining the office environment, identifying and addressing any areas for improvement or efficiency enhancements. This includes regularly collecting feedback from team members to ensure that their daily needs and preferences are being considered and met, fostering a sense of community and responsiveness.
• • This role is an exciting opportunity to shape the physical and operational experience of our team, directly contributing to a positive and productive work culture at ButterflyMX. Your efforts will ensure that our headquarters is not just a place to work, but a dynamic environment that supports innovation and collaboration.