NOTICE- Any pay ranges displayed are estimations. Actual pay is determined by an applicants experience, technical expertise, and other qualifications as listed in the job description. All qualified applicants are welcome to apply.

Position Description

We are looking for an Office Manager to run the Boston office on a day-to-day basis, be an active member of the Business Operations Team, and be responsible for all office events and logistics. The role requires someone who is hands on, a strong communicator and well organized.

This role will oversee all aspects of office administration for our Boston office, including but not limited to approving supply orders, managing travel for the team, and processing invoice payments for third party service providers. In addition, this person will help to support a few Boston-based Partners and Managing Directors. This person will report to the Global Client Chief Operating Officer and will interact heavily with all other team members, including Partners. This person will oversee the Business Operations Team and serve as their mentor and coach. As a fast-growing, 350 person company, we seek someone who is motivated, a self-starter, adaptable and comfortable working on a small team in an extremely fast-paced, ever-changing entrepreneurial environment. Key responsibilities include:

Office Management/ Administration:

• Supervise the Business Operations Team to ensure the Boston office is running smoothly. The candidate will assist with the logistics and planning for any external client or manager meetings, ensure the office is always kept clean and tidy, and help with other administration tasks, such as covering the main phone line, or binding meeting materials.

• Lead office projects, such as coordinating office moves and/or office re-organization as well as desk allocation and updating of the desk booking system (Robin). The candidate will track all key tasks to ensure deadlines and budgets are met and resolve issues with internal and external parties. Escalate where needed.

• Oversee the bi-weekly invoice payment runs for US offices. Ensure all invoices are paid in a timely manner and resolve any issues that may arise. Escalate where needed.

• Track vendor expenses and US team travel costs and supervise weekly grocery and supply orders. Analyze the expenses and provide recommendations to reduce expenses or to create efficiencies where possible.

• Assist US team members with expense reporting and business travel. Troubleshoot team member issues with Concur and Atlas Travel.

• Troubleshoot office technology issues and work with IT Support to resolve larger issues as needed.

• Collaborate with the People Team and IT/Tech to onboard new joiners and offboard leavers.

• Build and maintain relationships with third party vendors and make recommendations, if needed, to upgrade our services. Ensure service level agreements are met.

• Plan and execute social events for the Boston office as well as global events hosted in Boston if applicable. For instance, the candidate will plan joiner/leaver events, alumni events, summer, and holiday parties.

• Coach and mentor the Boston Business Operations team. Hold regular one-on-one meetings with assigned team members as well as write input and consensus reviews during our annual and mid-year performance development process.

Partner Support:

• Manage the schedules for a few Boston-based Partners and Managing Directors. Monitor inbound phone calls on their behalf. For example, the candidate is expected to schedule meetings, book meeting rooms, and resolve calendar conflicts.

• Manage all expense submissions for the Partners and a few other senior members of staff, as well as review and track certain expenses for the North America team.

• Arrange travel and accommodation for business travel, including but not limited to flights, trains, taxis, and hotels and ensure expense policies are adhered to.

• Organize logistics for meetings (e.g., meeting rooms, cabs, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials, etc.).

• Escalate important and urgent items for appropriate action or response by the Partner.

• Provide coverage support for other Partners and senior leadership of the team as required.

Thanks

Renu Goel

857-207-2676

renu.goel@yoh.com