Administrative Assistant/Office Manager

About Pinecone

Pinecone is a distributed tech company with clusters in New York, Tel Aviv, and San Francisco. You will be part of a world-class team from companies like Amazon, Google, Databricks, MongoDB, and Splunk. The company emerged from stealth in January 2021 with $10M in seed funding — led by the same legendary investor as Snowflake — followed by $28M Series A funding announced in March 2022 and $100M Series B funding in April 2023. Read more about us in TechCrunch. We’re the leading player in a massive and growing market. This is a great opportunity to join early and grow with us. 

About the Role

We are looking for a highly organized Admin Assistant / Office Manager who is eager to bring their customer-focused attitude and sense of fun to our NYC office. This position is fully on-site in our midtown office. As the Admin Assistant, you will have end-to-end ownership of the operational management of Pinecone’s NYC office and you will be instrumental in creating a welcoming environment where employees love to work. You will also support our senior leaders in managing their calendars and travel.  You should be willing to hop in wherever you can to make a positive difference. Some key responsibilities include:

• managing office activities and company events, which might include anything from coordinating meal orders, booking space, running errands, and ordering swag;
• managing calendars and travel arrangements for senior leaders;
• support senior leaders in expense reimbursement;
• track stocks of office supplies, equipment, office cards, and drinks & snacks, and place orders when necessary;
• setup desks, equipment, and welcome kits for new hires;
• track employee equipment and office cards and distribute them to new employees;
• manage office deliveries;
• own office maintenance and manage relationships with building management services, IT contractors, vendors, caterers, etc.; 
• set up/break down large meetings;
• manage birthday and work anniversary celebratory activities; 
• serves as office ambassador to employees and visitors alike;
• assist senior leaders and G&A team members as needed.

Skills, Behaviors, and Experience:

• Excellent written and verbal communication skills in English;
• Tech savvy in a Mac and G-suite environment and able to quickly learn new tools and technologies in a self-directed way; 
• Strong organizational and planning skills in a fast-paced environment; 
• Attention to detail and problem-solving skills;
• Reliability and discretion - you may get exposure to confidential matters;
• Excellent time management skills and ability to multi-task and prioritize work;
• A creative mind with the ability to suggest improvements.