Office Manager & Assistant to the CEO

Hi there! 👋

We’re WeWard 🐼, and we make walking rewarding. Literally.
Millions of people around the world open our app every day to move more, feel better, and earn real-life rewards. It’s simple, smart, and built with purpose.
 

Your Mission – Create an exceptional workplace experience 💪

As our Office Manager in the U.S., you'll play a central role in making our New York office a welcoming, well-functioning, and vibrant place to work. You’ll manage all things related to office life, team events, and onboarding — while also supporting Yves, our CEO & Co-founder, with select administrative and logistical tasks. 

If you thrive on autonomy, have a knack for creating structure, and love bringing people together, this role is for you.

What you’ll do

Office & Facilities Management

• Be the go-to person for anything office-related in New York: space, supplies, snacks, maintenance, comfort, and daily well-being.
• Manage relationships with all office vendors and service providers (cleaning, deliveries, snacks, utilities, security, etc.).
• Ensure the office is tidy, secure, and always ready to welcome employees, visitors, and partners.
• Take the lead on office improvements, decoration, and furniture orders.
• Monitor office budgets and expenses, and track receipts or invoices when needed.

People Experience & Onboarding

• Welcome all new teammates & prepare their welcome kits, badges, computers, and any role-specific tools before their arrival.
• Coordinate first-day onboarding: organise a breakfast, first lunch, for example.
• Organize offboarding logistics when team members leave, taking the lead of our platform (Justworks).
• Be the first point of contact for any day-to-day employee needs in the office.
• Own the monthly payroll process for the US team: review timesheets, bonuses, and ensure data accuracy in collaboration with Justworks and the finance team.
• Manage employee benefits administration, including healthcare, insurance, and any other perks or coverage programs, ensuring timely enrollment, changes, and renewals.

Team Events & Culture

• Plan and execute local team events: afterworks, communal lunches, team buildings, holiday parties, and more.
• Support the organization of company-wide events (e.g. annual seminar), including travel logistics if needed.
• Propose creative ideas to ensure everyone feels included, celebrated, and connected.

Financial & Administrative Operations

• Manage day-to-day payments and vendor relationships: pay suppliers, review invoices, and reconcile receipts.
• Prepare and deliver a monthly financial report for the NY office (expenses, budgets, forecasts).
• Propose and manage cash optimization strategies, including short-term treasury placements and liquidity tracking.
• Collaborate with our external accountant to ensure timely tax filings, payroll declarations, and proper record-keeping.
• Maintain relationships with banking partners and ensure smooth account operations.
• Support bookkeeping and documentation for audit and compliance needs.

Executive Assistant Support to the CEO

• Coordinate travel arrangements, event participation, and other logistics linked to the CEO.
• Manage a wide range of delegated administrative and financial tasks with high attention to detail and timely execution.
• Ensure the CEO remains focused on strategic priorities.
• Proactively manage the CEO’s calendar, optimizing for focus, productivity, and alignment with business priorities.
• Act as the main point of contact for external accountants, legal advisors, and financial partners regarding filings, reporting, and compliance.
• Support the organization and oversight of executive-level investment activity and documentation, in close coordination with relevant advisors.
• Assist with the preparation and submission of corporate and administrative declarations.

🧠 What we’re looking for

• You have 3 years of experience in an office manager, admin, or EA role — ideally in a start-up or fast-paced environment.
• You have adaptation skills and flexibility to accompany and implement change in a constantly evolving scaleup.
• You bring strong interpersonal skills: you’re warm, trustworthy, and great at creating a positive vibe.
• You’re tech-savvy and quick to learn new tools (Google Workspace, Notion, Slack, etc.).
• You’re eligible to work in the U.S.

What we offer

• 💰 Top tier earnings: Dive into a role offering a competitive salary range, with bonuses and stock options. Your hard work doesn’t just earn you a paycheck; it builds your stake in our mutual success.
• 🩺 Health insurance: At WeWard, your wellbeing is a priority, not an afterthought.
• 💪 Global work culture: WeWard offers at least one visit per year to get chances to work from our stylish Paris office, blending cultural diversity with professional growth.
• 🧑‍💻 Work-Life balance: Work remotely up to 2 days per week. Take advantage of a flexible remote work policy that blends in-office collaboration in our downtown New York City office with a home-based focus.
• 🏝️ 25 days of PTO + federal holidays: We believe in working hard and recharging harder. Enjoy our generous Paid Time Off policy that empowers you to take the breaks you need, when you need them.
• 🚌 Commuter benefits: We utilize pre tax dollars that are deducted directly from your paycheck, allowing you to get to work with a little less effort.
• 👉401k Plan: With a 2% employer match, 2 years graded vesting.

-> This position is currently thought as a part-time (preferred availability on Tuesdays and Wednesdays), either through contractor agreement or permanent employment. 

Recruitment Timeline

• 30-min intro chat with Kaënaath (Talent Acquisition Specialist) - Informal discussion to get to know each other, present the company and role, and review your background.
• Interview with Yves (around 1 hour) -  Focused on your expertise + get to know our CEO.

We finish with a tour of our offices to introduce you to other members of the team. And finally, if all goes well… Welcome! 🎉