Office Manager, New York

ProPublica is seeking a self-motivated and well-organized administrative professional to be the office manager for our New York headquarters.

The office manager will play a critical role in establishing an efficient, smooth-running operation at our New York office and will be responsible for managing special projects and interacting with a variety of staff, including key stakeholders. The office manager will provide administrative support to the president, the editor-in-chief and newsroom staff, in addition to coordinating with ProPublica’s administrative staff at offsite locations. This is an ideal job for an outgoing people person who enjoys working with a variety of dedicated professionals in a fast-paced environment.

The ideal candidate will have prior experience providing support and operational assistance in an office setting. The ability to take initiative, coordinate with others and follow through in a dynamic and highly confidential environment is a must. Excellent organizational ability — demonstrated by meeting deadlines, setting priorities, maintaining accuracy in details and working in a cooperative but self-directed manner — is also critical. Strong oral and written communication skills are required, and demonstrated proficiency with Microsoft Office applications and Google Workspace is essential.

We are looking for someone who will:

• Order office supplies, manage inventory, handle invoices and maintain relationships with vendors; maintain budget accountability for related expense lines.
• Liaise with building management and handle day-to-day facility operations, which includes coordinating security access, creating employee IDs, assigning desks (permanent and hot desks), communicating with cleaning staff and other onsite contractors/vendors, and acting as fire warden.
• Coordinate and schedule meetings and events, including periodic board meetings, and assist with board communications.
• Provide administrative assistance to the president and editor-in-chief (including calendar assistance, filing expenses and making reservations), in addition to assisting the finance, human resources and public relations departments as needed. Includes coordinating with public relations staff on the physical management of awards and trophies, including office display and distribution to staff.
• Field phone calls on the main line, responding to queries from readers and directing calls; answer doors and direct guests and staff; and handle front end/daily operations for door access system, office cameras and conference room reservation systems in coordination with the IT team.
• Take ownership of maintaining a professional office atmosphere and upkeep of common spaces, including refilling supplies, tidying up, clearing the dishwasher, purchasing snacks and periodic refrigerator cleanouts.
• Organize, review and distribute mail, including via email, to staff.
• Efficiently manage administrative issues within the New York office and coordinate with remote administrative staff to solve problems, identify inefficiencies and ensure smooth operation of back-office functions.

The office manager role is a full-time position with benefits located in our New York City office. This is not a remote or hybrid position.

Applicants must be eligible to work in the U.S.

The expected salary range for this position is $65,000 to $75,000.

This is a good-faith estimate of what we expect to pay for this position. The final salary figure will take into account a person’s experience, accomplishment and location. ProPublica is committed to paying its staff equitably, and these ranges should not be considered career salary limits or caps.

We will begin reviewing applications as we receive them, but we will continue to consider candidates as long as this posting remains active on our site.

Questions? Send an email to talent@propublica.org.

No phone calls, please.