Full Time

Remote Office Coordinator

*Must live in Tri-State Area (able to commute to NYC office as needed) 

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You’re looking to shine at a digital agency with a collaborative environment; we’re looking for an Office Coordinator who can help the individuals and the collective organization be our best selves.  Cake & Arrow is seeking a sharp, energetic Office Coordinator to work side by side with management (in a remote capacity), directly handling employee experience, operational, and administrative duties for our growing business. As the Office Coordinator you are integral to nurturing our people-first culture, maintaining a happy, healthy, and productive Cake & Arrow community.

Key Responsibilities

Employee Experience

  • Plan events and activities (virtual, live, hybrid) to help unify and enliven the C&A community
  • Plan and execute traditional annual events (holiday party, halloween costume exchange, etc.)
  • Organize, plan, and prepare materials for company-wide meetings ranging from weekly stand ups, to team buildings, to all-hands meetings, to company offsite meetings
  • Promote internal communication: send greetings for new hires and employee birthdays, anniversaries, and success stories

Administration

  • Manage Founder and Partner’s schedules, helping to coordinate and set up meetings as needed and groom calendars on a daily basis to ensure there are no conflicting schedules
  • Attend internal and client meetings to capture notes and action items
    Prepare presentation or documentation materials, as directed by Founder and Partner

Operations Support

  • Facilitate onboarding process for all new hires (full-time and contractors)
  • Manage employee review cycle dates / scheduling / facilitation
  • Manage and maintain company communications platforms (Google groups, Slack, etc.)
  • Ensure all operations-related documents are stored properly in an organized, accessible location
  • Support recruiting team, helping coordinate internal scheduling between interviewers and new candidates
  • Organize schedules, travel arrangements, and logistics for employee travel related to conferences, client meetings, and company gatherings

Account and Sales Support

  • Maintain client and contact database (Hubspot CRM): research and validate contact information; track initial contact data and follow up notes; keep database active & current
  • Attend sales calls and client meetings as needed to capture notes and action items
  • Assist business development and account teams in drafting proposals and contracts for potential and existing clients
  • Internet research as requested by other team members

You’re a perfect fit if you…

  • Are well-spoken, with exceptional grammar and spelling.
  • Have keen discretion and understanding of the nuances of high-end clientele
  • Have experience with email and calendar management, as well as booking travel
  • Are savvy with a variety of computer programs and apps, with a willingness to learn (Google & Microsoft suites, Slack, Harvest)
  • Are seeking a long-term opportunity with the potential to develop leadership capability over time as our business grows
  • Are able to:
    • Self-organize and prioritize tasks
      Engage in high-level communication with clients and coworkers via video, email, messaging, and in-person
    • Interact with all areas of the business as needed to complete tasks, find excitement in always learning more, and engage with others
    • Manage time well as a remote worker and be responsible and self-driven
    • Maintain strict confidentiality and privacy of high-level business manners
    • Keep business and client documents organized, complete, and up to date
    • Solve problems independently
    • Demonstrate nimble follow-up to tasks and initiatives
    • Continuously learn, contribute ideas to the team, and accept feedback in order to develop and grow

Location

  • Remote, working EST time schedule
  • Eligible to work in the US and US-based
  • Available to be in office as needed (able to commute to NYC office as needed)

Benefits & Perks

  • Medical, dental and vision insurance
  • Paid time off (holidays + full week off for July 4th and Christmas + Summer Fridays)
  • Employer matching contributions to 401(k)
  • Performance bonuses based on individual and company performance
  • Pre-tax commuter benefits
  • A flexible schedule

About Cake & Arrow

Cake & Arrow is an experience design & innovation agency that works with organizations in the insurance and financial services industries to identify new opportunities and design digital products and services that are grounded in real customer needs. Its mission is to help these organizations create authentic and meaningful relationships with their customers, agents, and employees. Founded in 2002, C&A has partnered with leading companies including MetLife, Citigroup, Travelers, and Chubb as well as recognized leaders in retail including Bose, Lowe’s, KIND, and Saks Fifth Avenue.

We were awarded 3x winners of Best Place to Work (Crain’s & Inc.)