We are a global communications agency. We work seamlessly across our nine offices to help ambitious companies change the game. When you work with us, we connect and support you in a way that allows you to achieve limitless success and career growth. We are named on the Crain’s NY list of Best Places of Work as well as the PR News’ Top Places to Work list.

We are connected, ambitious, adventurous, transparent and proactive, but most of all we are one team working together to be the global alternative.

Our mission is to be the best agency you’ll ever work with.

We are looking for an exceptional person to join our New York team as an Office and Operations Manager.

You thrive in productive and positive office environment and actively seek out ways to lend a hand and jump in on projects. You have a friendly and helpful attitude, and may even consider yourself a “people pleaser.” You are proactive and go out of your way to be a leader when there’s a problem to be solved. You have a keen eye for details, can appreciate a good spreadsheet and work well independently and in a team. You are just as excited about making a to-do list as you are about crossing items off. You are comfortable working with leadership and receiving guidance, and thrive when being given the reigns to own a project. You know your way around business technology and are proficient in using Outlook. You enjoy working in a team environment and consider yourself a great collaborator. You may also have light executive admin experience such as managing calendars,

Daily, you will provide operations and executive support by:

  • Executive Support
    • Managing the President’s calendar - scheduling meetings, finding location spots, scheduling Zooms, assessing calendar for conflicts, providing details or background info on meeting participants as needed
    • Assisting with updating client contact spreadsheets
    • Recommending, purchasing and shipping gifts for clients and referral network
    • Booking travel for the President and other leadership team members - Assisting with research and at times booking flights, hotels, transportation, reservations, etc.
    • Assisting President with light meeting prep and research as needed
  • Office and Operations
    • Ensuring the office is clean and tidy, straightening up meeting rooms and common areas regularly and making sure unwanted clutter is disposed of
    • Greeting guests and setting them up with a space to work or meet with the team
    • Working with facility management, requesting service as needed and alerting the team of any drills or changes to the environment
    • Managing a monthly office budget, never exceeding budget and submitting line items to the People & Culture Manager for review
    • Ordering snacks and beverages for the team weekly and catering for staff meetings, client and special meetings as needed
    • Participating in and leading the planning, coordination and set-up/breakdown of social events including managing weekly happy hours, holiday gatherings, ad hoc parties, quarterly social events, etc.
    • Taking the initiative to make the office environment more enjoyable for staff – ordering decorations during the holidays, researching new equipment to make improvements, reorganizing and ordering new supplies, etc.
    • Setting up new hires for a successful start including gathering equipment and swag, cleaning and setting up desk space and equipment, providing an office tour and keys, giving recommendations for local food/coffee and checking in to make sure they have everything they need to feel comfortable in their new environment
    • Providing support with shipping and FedEx, signing for delivering mail to the team on-site and sending checks and mail to off-site team (such as Finance or the NY office) as needed
    • Keeping track of visitors from other Hotwire offices and alerting the team ahead of time of their arrival
    • Depositing checks on behalf of the company
    • Running various errands as needed

  You’ll Bring:

  • 2+ years of experience related to office management and executive support
  • Proficiency with Microsoft Suite tools – Outlook, Excel, Powerpoint, etc.
  • Preferred – a background in customer service
  • A desire to go above and beyond for others
  • Interest in and/or experience in working at public relations or related marketing agency

  Why Us:

  • A connected, courageous and friendly team creating adventure while still having a lot of fun
  • An exciting and rewarding long-term career, bringing constant challenge and fresh opportunities as you develop
  • The opportunity to have global reach
  • The Hotwire Bootcamp – an annual all company trip with the whole global team
  • Well-being allowance and strong medical health care plans to choose from
  • Freedom and support to be limitless within the business
  • Paid sabbatical after 4 years
  • Understanding that life doesn’t always fit around the 9-5; and that work/life integration is crucial
  • A connected, courageous and friendly team creating adventure while still having a lot of fun
  • An exciting and rewarding long-term career, bringing constant challenge and fresh opportunities as you develop
  • The opportunity to have global reach