Arthena is a New York City based venture-backed financial technology company which has pioneered quantitative strategies for asset acquisition. Arthena is committed to bringing transparency to art investing, enabling investors to view and learn about acquired assets and artists. The Arthena team draws from a broad background of entrepreneurship, technology, mathematics, art, law, and finance.
The team member in this position reports directly to the CEO as her Executive Assistant and is also the Arthena Office Manager. In this role the EA/Office Managers responsibilities are to support the CEO, support the executive team (to a lesser extent) and to plan, manage, and executie day-to-day office operations. You will manage all outside vendors and be in charge of the overall maintenance and appearance of the office. The ideal candidate for this role is someone who is proactive, can anticipate the needs of the business, be able to multii-task, work well under pressure and is extremely organized.
We’re looking for an Executive Assistant/Office Manager to:
Provide day-to-day administrative support including, but not limited to, email correspondence, maintaining files, organizing and scheduling meetings, managing company calendar, and assisting with special projects as needed.
Ensure frequent follow up with investors, clients, and advisors
Respond and follow up on client and investor requests
Organizes and maintains investor relations correspondence, meeting scheduling, and document creation
Creation, implementation, and maintenance of company policies and procedures
Ensure that the CEO is as efficient and effective as possible by anticipating her needs, structuring her time and providing operational support
Meeting preparation and research: You will be responsible for providing research and insight for all CEO meetings as well as ensuring that all internal meetings have a defined agenda and objectives
Accompany the CEO to meetings, capture all information and manage all follow-up actions and communications (including any additional research to inform next steps)
Support day to day office management including office organization, correspondence with office service providers, general cleanliness, meeting set-up, supply purchases, etc.
Preparing, printing and distributing materials to meeting participants as required.
Support executive team with basic administrative needs
Tracking and monitoring pending business issues for follow-up
Manage a complex company calendar
Other administrative tasks as needed
Plan, manage, and execute day-to-day office operations
Manage company service providers including but not limited to contractors, cleaning companies, and delivery people.
Maintain office appearance and cleanliness
Manage the purchase of office supplies and furniture, office equipment, etc. for the entire staff in accordance with company purchasing policies and budgetary restrictions
Arrange for meeting space, food & beverage service and other items as needed for meetings
Manage inventory of the office, ensuring items are stocked on a daily basis
Lead coordination between building facilities, vendors, repair contractors, etc.
Coordinate payment of all vendors and service providers
Overseeing general office operation
Coordinating appointments, meetings and managing staff calendars and schedules
Coordinating domestic and international travel, including flight, hotel and car rental reservations for senior staff
Purchase office supplies, equipment and maintaining proper stock levels
Partner with HR to update and maintain office policies as necessary
Provide general support to office visitors
Plan in-house or off-site activities, like parties, celebrations and conferences
Receive and sort incoming mail, deliveries and manage outgoing mail
Manage all aspects of the office space/planning (moves, additions and changes to workstations).
Process employee reimbursements
Candidates should have most of the following:
2-3 years of experience working in an administrative role or directly with a C-level leader
Experience working in professional environments
Intrinsic motivation and the ability to learn quickly
Strong communication skills and ability to work with a team
Strong attention to detail
Experience working at a start-up is a plus
Art knowledge or industry experience is a plus
Business/finance knowledge is a plus
$60,000/yr – $65,000/yr