Office Manager and Special Assistant

Arabella Advisors
July 24, 2019
New York, New York
Job Type


You are mission driven and action oriented. You love to get involved, and work as part of a team to accomplish something great. Any job is your job if it helps the team succeed, and you thrive on variety. Today, you’re looking for a role where you can use those traits to make a real difference in the world by advancing the most important social issues facing humanity today.


If that sounds like you, Arabella Advisors can’t wait to meet you.


Arabella Advisors seeks a detail-oriented, organized, resourceful, and customer-focused individual with experience in office management or project management to serve as Office Manager and Special Assistant, BD. In this hybrid role you will create a welcoming and efficient work environment by managing the day-to-day operations of the NY office and will support the administrative needs of three business development leaders. We are looking for an individual that enjoys coordinating logistics, likes bringing people together, can adapt when plans change, and believes no task is too small. This is an excellent opportunity for someone interested in learning more about operations, philanthropy, and the social enterprise sector.


Essential Responsibilities


Administrative and business development support (50%)

  • Handle all requests for meetings, appointments and scheduling
  • Enter opportunities into Salesforce, create dashboards and reports
  • Coordinate internal and external meetings and speaking engagements
  • Provide support to three business development colleagues on an as needed basis including but not limited to travel logistics, expense reporting, submitting timesheets, and credit card reconciliations
  • Attend and participate in meetings in note-taking capacity
  • Assist with special projects and assignments as required


Office operations and event management (50%)

  • Serve as front desk receptionist and office manager by welcoming guests, directing phone calls, receiving and distributing mail, maintaining security system and safety protocols, and answering staff questions regarding Arabella processes and policies
  • Assist with logistics for client meetings and firm-wide all-staff meetings
  • Oversee procurement of office supplies
  • Liaise with building management to address facilities issues and lead the selection and supervision of maintenance vendors
  • Plan and execute social events and staff recognition events for the office throughout the year
  • Plan the office’s major annual cultural events (all-staff summer activity, volunteer day, and year-end holiday party) by leading coordination with vendors and managing each event’s budget
  • Assist with special firm-wide Operations projects as required


To be successful in this role you will need:


  • Two to three years of professional experience
  • Outstanding organizational skills and strong attention to detail
  • Strong customer service and interpersonal skills such as tact and diplomacy
  • Demonstrated experience anticipating the needs of a senior manager in a support role
  • Ability to draft high-quality correspondence and written materials
  • Ability to manage multiple projects simultaneously and work cooperatively across teams
  • Proficiency in Microsoft Outlook, Word, PowerPoint, and Excel


Other Highly Preferred Knowledge, Skills and Experience


  • Familiarity with Salesforce
  • Familiarity with SharePoint
  • Experience working with vendors and contracts
  • Event planning experience
  • Prior work in an office management role
  • Bachelor’s degree


Our Core Competencies:

  • The ability to provide excellent, reliable service, including the ability to effectively recognize and elevate potential challenges, gather the information necessary to create and carry out solutions, and support those solutions with clear communications and thorough follow up
  • The ability to manage time, resources, and priorities to complete tasks on time with high-quality results
  • The ability to be a positive and professional liaison for stakeholders such as clients, team members, and senior leaders, including understanding how the role relates to those stakeholders and how to gather information and resources from them in order to achieve certain goals
  • The ability to communicate clearly, concisely, and professionally to various audiences over various mediums
  • The ability to effectively collaborate, including a willingness to go above and beyond to help the team achieve goals, solicit others’ perspectives, share knowledge, and participate in activities that support diversity and inclusion
  • A demonstrated eagerness to learn and take on new challenges, including an openness to direction and feedback and a willingness to ask questions
  • The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, and to be resilient when things become difficult


About Arabella Advisors


Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.


Working with Us


We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers website to learn more.


To encourage work/life balance we offer flexible work options. Our office is an open space with cubicles and informal work areas. Our salaries are closer to the range of a nonprofit and our benefits are excellent. You’ll start with three weeks of vacation, 80 hours of personal time, and 20 hours of paid time to volunteer at an organization of your choice. In addition to seven federal holidays, you get to pick four more from a list of inclusive religious holidays and your birthday.


We have a competitive health package that includes medical, vision, dental, and prescription insurance. We also provide funds for professional development, a fitness benefit, and cover part of your personal cell phone plan.


How to apply


Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.


We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please let us know.


While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses.


We will review applications as they are received and look forward to hearing from you