Business Operations Assistant

Application Deadline: 30 April 2025

Department: Operations

Location: PURPLE New York

Compensation: $70,000 - $75,000 / year

Description

PURPLE is a global lifestyle communications agency with offices in London, New York, Los Angeles, Miami, Hong Kong, Singapore and Dubai. For more than two decades, PURPLE has been the leader in culturally connected, results driven brand communications. With the original founding team still leading the business, we bring together our cross-generational and diverse personal networks globally to connect people and brands, build strategy and drive commercial success.

Our in-house talent pride themselves on their international networks, working collaboratively across luxury and creative industries to deliver game-changing earned media campaigns that are always bespoke, non-traditional and often provocative. Understanding the world of luxury and the ever evolving possibilities to lead in the space, we offer connected services across Communications, Events, Social Media, Partnerships, and VIP & Talent.

Job Overview:


We are seeking a highly organized and detail-oriented US Office Manager to support our teams in NY, LA and Miami. This position reports directly to the Managing Director and will assist in ensuring the smooth operation of administrative functions to support our Beauty, Fashion VIP, Events and Lifestyle teams.






Key Responsibilities

General:

· Work directly supporting the US Managing Director to execute the work that is aligned with the goals and commitments of the business in the NY, LA, and Miami offices

· Support the Managing Director assisting in preparing reports, presentations, and other materials for executive leadership

· Assist the MD in implementing and maintaining clear operational processes and workflows

· Support the MD's and People Partner with oversight of all front office staff and interns across US offices, assisting the onboarding and training of office coordinators and interns.

· Help maintain the highest standards in aesthetics, guest experience, personnel management, and logistics

Financial:

· Support with planning and forecasting the operating budget for all US offices annually.

· Manage and report personal business expenses weekly.

· Approve company invoices relating to the operating budget weekly

Facilities and General Operations:

· Maintain vendor relationships and accounts, including but not limited to shipping, cleaning, office supply, security, Hvac, etc.

· Purchase materials and equipment, plan inventory, and oversee operational efficiency

· Own and manage all company subscriptions and publication accounts

· Order and Distribute employee transit cards

· Provide general calendar management, office management, and travel booking, coordination and tracking. First in line to cover all front desk/reception duties when required

Technology:

· Manage budget, distribution, set up and maintenance of employee computers for all US employees

· Liaise with tech teams to make necessary upgrades to office equipment, software and manage general staff requests

· Provide general assistance for all platforms that support the business operations including our Company travel platform, Uber for Business, United Security Systems, etc.

Support Agency Influencer & Media Platforms:

· Serve as support person for the three platform providers that are used to service our clients. Join regular training sessions to stay informed on platform capabilities and become an expert in their use for both internal and external stakeholders, managing platform KPI's to ensure maximum engagement with all our technology.

· Act as the primary point of contact between our influencer and media platforms and their users, facilitating smooth communication and resolving issues that arise.

· Participate in product development team meetings to provide user feedback, helping to enhance platform functionality and user experience.

· Stay up to date with all platform enhancements and updates, relaying this information to relevant teams and ensuring the organization adapts smoothly to new features.

· Act as the primary manager of the agency's global database to ensure ongoing accuracy of the information.


Special Projects:

· Provide support for actionable project plans including office renovations, expansions or moves.

· In tandem with the HR and People team, manage the intern program

· Assist and work alongside other key staff on the planning and coordination of special projects, initiatives, and events including semi-annual Press Days.

Community:

· Execute internal events including PURPLE Summer and Holiday activations, team building activities and any events held on PURPLE premise by external speakers. Own all invitation designs, RSVPs and attendee experience.

· Together Group Newsletter gather and manage PURPLE content

· PURPLE Newsletter; Leading internal communications across teams locally, globally, and with external stakeholders. Design and manage monthly newsletters to enhance transparency and foster pride among employees, and ensure global alignment

· Oversee Face sheet, company assets, logos etc.

· As requested, organize, facilitate, and/or attend key meetings (including leadership meetings, vendor meetings, team trainings etc.)


Skills, Knowledge and Expertise

Qualifications:


· Ideally have a bachelor's degree in Business Administration, Marketing, or a related field.
· Three years plus experience in a similar role
· Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
· Excellent written and verbal communication skills.
· Exceptional Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word)
· Proficiency in Mailchimp, Keynote and InDesign a plus.
· High attention to detail and the ability to maintain confidentiality.
· Experience working with influencer or media platforms and/or executive leadership is a plus.