Office Manager

Position:                            Officer Manager

Department:                      Emigrant Bank

Reports To:                       President                             

Office Location:                In Office 4 days/week; Corporate Office, New York City, NY

Job Summary

This position manages and ensures the smooth day to day operations of the group. The ideal candidate has a positive attitude and the motivation to embrace being the “go to” person for all staff. We are looking for someone who is proactive, organized, detail-oriented, disciplined, calm under pressure, resourceful, and is satisfied with being in a support role for the team. Salary is commensurate with experience. 

Administrative Support:

• Handle printing, mailing, shipping, and FedEx coordination.
• Collaborate with IT to address tech issues for the team, providing internal tech support.
• Order and organize supplies for both in-office and remote staff.
• Coordinate in-person meetings, including lunch and coffee arrangements.
• Ensure smooth setup for client meetings within the building.

Office Organization and Management:

• Manage filing, archiving, and overall office organization.
• Keep office well-stocked and maintain the printer and scanner.
• Assist with insurance claims and provide staff lunches when needed.
• Play a key role in business continuity and building safety training and reporting.

Salesforce Management and Reporting:

• Take ownership of learning and effectively using Salesforce.
• Update weekly pipeline based on staff meeting feedback.
• Record and maintain staff meeting minutes.
• Generate external reports for referral partners.

Bookkeeping/Expense/Vendor Management:

• Track deal-related expenses and stay on top of client billing.
• Prepare employee expense reports and process invoices.
• Manage vendor onboarding.

Schedule and Event Coordination:

• Manage out-of-office schedules and track weekly schedules and vacation dates.
• Schedule appointments, organize calls, and coordinate Zoom meetings.
• Utilize Outlook calendars for scheduling purposes.
• Handle airfare and hotel bookings.
• Track expenses for business trips.
• Prepare for annual events and conferences, including marketing materials.
• Provide in-house support for team members during travel.

Qualifications:

• Demonstrate a strong work ethic, taking initiative and following tasks through without constant follow-up
• Prior experience in administrative roles, supporting teams, and ensuring a smooth and efficient work environment
• Pay attention to detail and maintain good note-taking practices
• Exhibit a positive attitude, learn from mistakes, and continuously improve work products
• Manage a fast-paced environment, handle requests from multiple colleagues, and prioritize tasks effectively

The job description outlined above is considered a core list of job duties/requirements.  This document should not be considered a complete or comprehensive list.  The incumbent assigned to this position is required to perform the duties listed above.  The incumbent is also expected to adapt to changes and/or additions as needed.  Nothing contained within this document is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and Emigrant Bank and its Subsidiaries.  Emigrant Bank and its Subsidiaries retains and reserves any and all rights to change, modify , amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.