Office Manager

This is an opportunity to join Ascot Group - one of the world’s preeminent specialty risk underwriting organizations.
Ascot Group is a global pre-eminent specialty risk assumption organization with offices across the U.S., the U.K., and Bermuda. Ascot Group is an A rated AM Best company, built as a modern era (re)insurance organization which operates through an ecosystem of interconnected global platforms bound by a common mission and purpose. Founded in 2001, initially focused on the Lloyd’s market, Ascot has expanded to provide an extensive suite of specialty property and casualty products to customers worldwide through its US, Lloyd’s, and Bermuda specialty (re)insurance operations.

Ascot Group is majority owned by CPP Investments, a global investment management organization that invests the assets of the Canada Pension Plan. CPP Investments is the largest pension plan in Canada with over C$646 billion (as of June 30, 2024) in invested assets, representing the retirement contributions of more than twenty million Canadians. CPP Investments is rated ‘AAA’ by S&P and Moody’s.

The Ascot strategy is bound by a common mission and purpose and a uniquely authentic culture: The Ascot Way:  The company’s greatest strength is a talented team who flourish in a collaborative, inclusive, and entrepreneurial culture, steeped in underwriting excellence, integrity, and a passion to find a better way
 

Position Overview:
Reporting to the Director, Corporate Services, the Office Manager for the New York City office will be responsible for operations of Ascots’ busiest US office and will support the 200+ employees, brokers, vendors and guests who come through the office daily. The person will be representative of the Ascot Way to guests, visitors and employees. The job will include, but is not limited to, the accountabilities listed below. This position is on-site in the NY office location.

Corporate Services: 
•    Order supplies for the NYC office, use judgement to stay within the allotted budget and department guidance 
•    Stock breakroom and coffee bars 2x per day
•    Serve as office event liaison, this includes setup and break down, ordering food, and coordinating logistics 
•    Liaison with building management, enter and track tickets that need to be escalated to the building manager 
•    Register and welcome visitors, and distribute access badges to employees and guests          
•    Track workstation assignments, create name plates, and maintain hotel and employee seating chart 
•    Monitor the Facilities inbox and action tasks/responsibilities within approval levels 
•    Provide ad hoc facilities support to other Ascot offices
•    Assist with small Corporate Services projects as needed
•    Maintain all NYC office furniture and fixtures, scheduling updates and repairs as necessary 
•    Maintain vendor COIs (certification of insurance), and ensure all compliance requirements are being met 
•    Serve as the main point of contact for all emergencies, announcements and updates, as needed 
•    Process all Corporate Services invoices and partner with the Accounts Payable team to ensure bills are paid
•    Act as health and safety warden and make quick decisions to ensure the staff is safe and informed 
•    Commitment to The Ascot Way: As a member of the Corporate Services team, the Office Administrator will demonstrate The Ascot Way in his or her daily interaction with colleagues, fostering colleague engagement and development, collaboration, inclusivity, and individual accountability

Meeting/Visitor Management:
•    Prep conference rooms every morning and evening, to ensure ongoing office readiness 
•    Support the Executive Administration team with local meeting management 
•    Order, receive, set up and break down in-office breakfast, lunch and happy hour 
•    Make sure guests are registered, welcomed and offered refreshments 
•    Prepare all meeting space in advance of visitors, test technology equipment, and clean workspace after use
•    Build and maintain relationships with local vendors (eateries and hotels) and assist in contract negotiations 
•    Mindful and supportive of a tight security presence, manage the flow of guests within the office

Mail Services: 
•    Receive, track, and scan critical FedEx and UPS deliveries 
•    Process, print and mail outgoing mail, including certified mail 
•    Partner with Ascot’s Marketing team to ship materials for conferences, events and broker engagements
•    Manage, oversee and track FedEx/UPS usage, working within a specified budget  
•    Create shipping labels for HR and other departments as requested

Requirements:
•    At least 5 years of experience working as an Office Ma