Job Description
About the position
Hi there! We’re WeWard , and we make walking rewarding. Literally. Millions of people around the world open our app every day to move more, feel better, and earn real-life rewards. It’s simple, smart, and built with purpose. Your Mission – Create an exceptional workplace experience in New York As our Office Manager in New York, you’ll play a central role in making our New York office a welcoming, well-functioning, and vibrant place to work. You’ll manage all things related to office life, team events, and onboarding — while also supporting Yves, our CEO & Co-founder, with select administrative and logistical tasks. If you thrive on autonomy, have a knack for creating structure, and love bringing people together, this role is for you!
- Responsibilities
- Be the go-to person for anything office-related in New York: space, supplies, snacks, maintenance, comfort, and daily well-being.
- Manage relationships with all office vendors and service providers (cleaning, deliveries, snacks, utilities, security, etc.): pay suppliers, review invoices, and reconcile receipts.
- Monitor office budgets and expenses, and track receipts or invoices when needed.
- Welcome all new teammates & prepare their welcome kits, badges, computers, and any role-specific tools before their arrival.
- Coordinate first-day onboarding with the HR team: organise a breakfast & first lunch, for example.
- Organize offboarding logistics when team members leave, taking the lead of our platform (Justworks).
- Own the monthly payroll process for the US team: review timesheets, bonuses, and ensure data accuracy in collaboration with Justworks and the finance team.
- Manage employee benefits administration, including healthcare, insurance, and any other perks or coverage programs, ensuring timely enrollment, changes, and renewals.
- Plan and execute local team events: afterworks, communal lunches, team buildings, holiday parties, and more, ensuring everyone feels included and connected.
- Support the organization of company-wide events (e.g. annual seminar), including travel logistics if needed.
- Prepare and deliver a monthly financial report for the NY office (expenses, budgets, forecasts).
- Propose and manage cash optimization strategies, including short-term treasury placements and liquidity tracking.
- Collaborate with our external accountant to ensure timely tax filings, payroll declarations, and proper record-keeping.
- Maintain relationships with banking partners and ensure smooth account operations.
- Support bookkeeping and documentation for audit and compliance needs.
- Coordinate travel arrangements, event participation, and other logistics linked to the CEO.
- Manage a wide range of delegated administrative and financial tasks with high attention to detail and timely execution.
- Ensure the CEO remains focused on strategic priorities.
- Proactively manage the CEO’s calendar, optimizing for focus, productivity, and alignment with business priorities.
- Act as the main point of contact for external accountants, legal advisors, and financial partners regarding filings, reporting, and compliance.
- Support the organization and oversight of executive-level investment activity and documentation, in close coordination with relevant advisors.
- Assist with the preparation and submission of corporate and administrative declarations.
- Benefits
- Top tier earnings: Dive into a role offering a competitive salary range, with bonuses and stock options. Your hard work doesn’t just earn you a paycheck; it builds your stake in our mutual success.
- 100% covered health insurance: We’ve got you and your family’s health fully covered with Aetna. This includes Dental and Vision. At WeWard, your wellbeing is a priority, not an afterthought.
- Global work culture: WeWard offers at least one visit per year to get chances to work from our stylish Paris office, blending cultural diversity with professional growth.
- Work-Life balance: Work remotely up to 2 days per week. Take advantage of a flexible remote work policy that blends in-office collaboration in our downtown New York City office with a home-based focus.
- 25 days of PTO + federal holidays: We believe in working hard and recharging harder. Enjoy our generous Paid Time Off policy that empowers you to take the breaks you need, when you need them.
- Commuter benefits: We utilize pre tax dollars that are deducted directly from your paycheck, allowing you to get to work with a little less effort.
- 401k Plan: With a 2% employer match, 2 years graded vesting.
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