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Office Manager, New York (Part-time)

Vanta

Vanta

Operations
New York, NY, USA
Posted on Monday, June 17, 2024

As Vanta’s part-time NYC Office Manager, you will play a key role in driving our Workplace programs while working closely with many cross functional partners.

At Vanta, our mission is to secure the internet and protect consumer data. We believe that security should be monitored and verified continuously, and we empower companies to practice better security and prove it with ease. Vanta has a kind and talented team, and while some have prior security experience, many have been successful at Vanta without it.

We put our customers first; and on the Workplace team, we put Vanta’ns first by creating spaces and systems that empower Vanta’ns to do their best work.

You will play a critical role on our Workplace team by directly managing our San Francisco office in Hayes Valley while also supporting our global, company-wide Workplace programs and projects. The ideal candidate for this role will be passionate about making our SF Office a welcoming, thriving space. We are looking for candidates who are motivated, have a positive attitude and strong communication skills, and operate with a sense of ownership and a great attention to detail. This role reports into our Senior Global Workplace Manager.

As this is a new role, we are currently seeking a part-time contractor for a 6-month contract who can work 20 hours a week. We anticipate the opportunity to extend this contract after the initial term.

This is an on-site role at our NYC office, located in the SoHo neighborhood.

Hourly rate $25-$30/hr, depending on the candidate’s level of experience,

What you’ll do as our NYC Office Manager at Vanta:

  • Manage the day-to-day operations of our NYC office, including facilities maintenance and repair, events, processes, policies, and communications. This includes:

    • Oversee and sort incoming mail and packages at the NYC Office.

    • Monitoring, ordering, and stocking office supplies, snacks, and beverages in alignment with usage and our set budget.

    • Monitor office supplies and order as needed, in alignment with our set budget.

    • Actively monitor the office for facilities concerns (i.e. leaks, plumbing issues) and facilitate timely repairs.

  • Actively monitor our vendor’s work to ensure they’re fulfilling their obligations at the agreed-upon standards and flagging and addressing lapses in quality.

  • Help employees troubleshoot issues with office equipment (i.e. faulty monitors, help printing or using our AV equipment). Actively monitor our IT & AV equipment to ensure it is in good working order and partner with IT to resolve any issues.

  • Help employees book conference rooms for team offsites and other ad hoc events held in the NYC Office. Track usage to ensure that we’re not booking more meetings or offsites than we have capacity to support.

  • Serve as the in-person, main point of contact for all NYC Office needs and questions

  • Drive the planning and execution of our NYC Office programming, including:

    • Planning our monthly NYC Office happy hour

    • Help plan and execute our NYC Office holiday team dinner in December.

    • Help support employees hosting special events in our NYC office as needed.

  • Work with our Senior Global Workplace Manager and NYC Site Leads to build programming and processes for our SF Office that drive functionality, culture, and office attendance in NYC.

  • In addition to directly managing the NYC Office, this person will also support our global, company-wide Workplace programs by resolving company-wide Workplace support tickets and supporting special projects (i.e. sourcing and vetting new Workplace vendors, helping launch new Workplace programs).

How to be successful in this role:

  • Prior experience with office or facilities management, including developing and executing on employee programming and events.

  • Confident with technology and able to pick up new systems quickly. Have working knowledge of G-Suite (for calendar, email, and docs), Slack, and Zoom.

  • Have excellent organizational, administrative, and problem solving skills.

  • Have excellent professional verbal and written communication skills and be able to communicate with team members across all levels effectively.

  • Have the ability to troubleshoot problems independently, but also show strong judgment on when to escalate problems or concerns for the Senior Global Workplace Manager’s support and awareness.

  • Be able to leverage the tools at hand to drive your workflow.

  • Operate with a high sense of ownership and attention to detail.

At Vanta, we are committed to hiring diverse talent of different backgrounds and as such, it is important to us to provide an inclusive work environment for all. We do not discriminate on the basis of race, gender identity, age, religion, sexual orientation, veteran or disability status, or any other protected class. As an equal opportunity employer, we encourage and welcome people of all backgrounds to apply.

About Vanta

We started in 2018, in the wake of several high-profile data breaches. Online security was only becoming more important, but we knew firsthand how hard it could be for fast-growing companies to invest the time and manpower it takes to build a solid security foundation.

Vanta was inspired by a vision to restore trust in internet businesses by enabling companies to improve and prove their security.

From our early days automating security monitoring for compliance standards like SOC 2, HIPAA and ISO 27001 to creating the world's leading Trust Management Platform, our vision remains unchanged.

Now more than ever, making security continuous—not just a point-in-time check— is essential. Thousands of companies rely on Vanta to build, maintain and demonstrate their trust— all in a way that's real-time and transparent.