Office Manager & Executive Assistant
2 days ago
Philadelphia
Job Description Printfresh is a fast-growing, creative lifestyle brand with a highly collaborative, in-office culture. As we grow, we are hiring an experienced Office Manager to ensure our physical workspace, daily rhythms, and internal operations run smoothly, predictably, and with care. This position is in-person full time, Monday to Friday, in our Philadelphia office. Position Overview: The Office Manager creates a calm, organized, welcoming environment that allows teams and leaders to focus on their work without distraction. You’ll be responsible for the feel and function of the office, anticipating needs, handling details before they become issues, and quietly making things work. This is an ideal role for someone hands-on, deeply reliable, and proactive. Key Responsibilities: Office Operations & Facilities • Own day-to-day functioning of the Philadelphia office, • Proactively anticipate office needs (supplies, maintenance, organization) and address them before they become problems, • Manage supplies, subscriptions, and recurring services (coffee, snacks, cleaning, etc.), • Maintain kitchens, conference rooms, common areas, and supply closets, • Coordinate building maintenance and professional cleaners as needed, • Ensure the office is consistently tidy, stocked, and welcoming Mail, Packages, Errands & Record Keeping • Receive, sort, and distribute mail and packages daily, • Maintain a clear, simple mail distribution system, • Prepare outgoing shipments (samples, returns, vendor shipments), • Coordinate USPS, FedEx, UPS drop-offs as needed, • Run local errands as needed (post office, supply pickup, returns, deliveries), • Assist with moving or transporting office items, samples, or event materials as needed, • Maintain organized physical and digital filing systems, • Ensure documents are filed accurately, promptly, and in the right location, • Support confidential record management with discretion Meetings & Visitors • Ensure conference rooms are clean, stocked, and meeting-ready each day, • Set up meeting technology (screens, Zoom, audio, seating), • Arrange meals and refreshments for meetings, • Greet visitors, interview candidates, partners, and vendors professionally People & Office Experience • Support new hire onboarding logistics, • Serve as a point of contact for employee questions related to office processes, logistics, and day-to-day needs, • Support internal communications related to office operations (office updates, reminders, schedules, logistics), • Partner with Operations and HR Administration to ensure the in-office employee experience runs smoothly and consistently Executive & Leadership Support • Provide ad-hoc executive assistant support to the leadership team as needed, • Assist with:, • Scheduling and calendar coordination, • Meeting preparation and room setup, • Printing, assembling, and organizing meeting materials and presentations, • Help ensure leadership meetings and in-office working sessions are well-prepared, organized, and distraction-free Culture & Events • Support planning and execution of internal events and celebrations, • Coordinate birthdays, welcome moments, and employee milestones, • Assist with holiday parties, offsites, and gifting programs, • Partner with leadership to ensure events feel thoughtful, organized, and on-brand Why This Role Matters A great Office Manager: • Anticipates needs before they’re voiced, • Saves leadership 10–15 hours per week, • Reduces friction, distraction, and ambient stress, • Makes the office feel cared for, functional, and predictable, • 5+ years of experience in Office Management, Operations, or similar roles, • Highly organized, proactive, and dependable, • Demonstrated ability to anticipate needs and solve problems independently, • Comfortable with hands-on work and physical tasks (organizing, lifting boxes, setting up rooms, running errands), • Professional, warm, and polished when interacting with guests and candidates, • Calm under pressure; able to manage many small moving pieces without escalation, • Comfortable working in a creative, fast-paced, imperfect environment, • Valid driver’s license and reliable transportation required Benefits What We Offer • Health and dental insurance, • PTO and paid holidays, • 401(k) with company match, • Employee discount on all Printfresh products About Our Culture At Printfresh, we celebrate creativity, sustainability, and a customer-first mindset. Our core values guide everything we do: • Do the Right Thing, • Just Say It, • Do What It Takes, • Just Off-Center, • Customer-Centric, • Learning Oriented
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