Office Manager

This position with the World Science Festival is a unique opportunity to work with a fast-moving, non-profit organization focused on high-profile, content-rich, innovative science programming.

The Office Manager will be responsible for the day-to-day administrative needs of the organization, as well as assist on various projects as needed. This position will provide support to the various departments within the organization, including assisting with HR responsibilities. The successful candidate will utilize their outstanding verbal and written communication skills to perform the many functions of this pivotal role. This position is integral to the success of our organization and staff team. This is a full-time with excellent benefits.

RESPONSIBILITIES:

  • Serve as the primary point of contact at the front office by answering, screening and transferring main office calls/e-mails accordingly, as well as meeting and greeting visitors.
  • Maintain all administrative accounts, including food, supplies, storage, mail, and delivery services.
  • Conduct regular inventory of office and kitchenette supplies. Order supplies as necessary and/or upon request. Maintain office equipment by replenishing paper and toner as necessary and troubleshoot minor issues such as paper jams.
  • Receive, sort and distribute mail and packages; coordinate pickup and delivery of express mail services such as FedEx, UPS, etc.
  • Serve as liaison to the building personnel, coordinating with them to setup employee IDs, complete maintenance needs, or assist in bringing guests to the WSF offices.
  • Coordinate IT help desk requests with Technology dept. and outside IT vendor.
  • Manage internal communication platforms, such as emails and phone services.
  • Provide assistance for HR projects, such as recruiting, job postings, coordinating interviews and meetings, and setting up workstations for new employees.
  • Co-manage internship program for spring, summer and fall sessions.
  • Maintain the office filing system including the company’s Intranet, Google Drive, and other databases for internal usage.
  • Providing general support to other departments as needed in setting up meetings, conference calls, special mailings and other general administrative support.

QUALIFICATIONS AND SPECIAL REQUIREMENTS:

  • Associate’s degree and minimum of (3) years recent experience.
  • Excellent writing, proofreading and research skills.
  • Acute time-management, keen attention to detail, ability to multitask, and superior organization skills.
  • Ability to work in high-pressure environment.
  • Practice prudency, professionalism, yet maintain an affable, approachable, and humorous disposition.
  • Proficiency in a variety of software and online platforms, such as Microsoft Office Suite, Gmail, Google Drive, Mac and PC products.
  • Professional maturity and strong interpersonal and group skills.
  • A sense of humor.
  • Previous experience working in nonprofit management is a plus.

HOW TO APPLY:

Please email resume with a cover letter to jobs@worldsciencefestival.com with “Office Manager” in the subject line. No phone calls please.

All qualified applicants will receive consideration for employment without unlawful discrimination based on race, creed, color, national origin, sex, age, disability, marital status or sexual orientation. The World Science Foundation is an equal employment opportunity employer.

About The World Science Festival:

The World Science Festival gathers great minds in science and the arts to produce live and digital content that allows a broad general audience to engage with scientific discoveries. Through discussions, debates, theatrical works, interactive explorations, musical performances, intimate salons, and major outdoor experiences, the Festival takes science out of the laboratory and into the streets, parks, museums, galleries and premier performing arts venues of New York City and beyond. Hailed a “new cultural institution” by The New York Times, the Festival has featured Alan Alda, Joshua Bell, Chuck Close, Glenn Close, Sylvia Earle, Philip Glass, Maggie Gyllenhaal, Stephen Hawking, John Hockenberry, Bill T. Jones, Charlie Kaufman, Mary-Claire King, Eric Lander, Richard Leakey, John Lithgow, Yo-Yo Ma, Bobby McFerrin, Oliver Sacks, Liev Schreiber, Anna Deavere Smith, Julie Taymor, E.O. Wilson, and Nobel Laureates David Baltimore, Steven Chu, David Gross, Eric Kandel, Dudley R. Herschbach, Roald Hoffmann, Leon Lederman, Paul Nurse, John C. Mather, Saul Perlmutter, William Phillips, Adam Riess, F. Sherwood Rowland, Horst Störmer, Jack W. Szostak, Gerard ‘t Hooft, Harold Varmus, James Watson, Steven Weinberg, Carl Wieman, Frank Wilczek, among many others luminaries in science and the arts.

The annual live, week-long New York Festivals, which launched in 2008, have collectively drawn more than a million and a half visitors, with millions more viewing the programs online. The World Science Festival’s original musical and theatrical works tour nationally and internationally, and March 2016 marks the launch of World Science Festival Brisbane. World Science U is the Foundation’s online education arm where students and lifelong learners can dive more deeply through artfully produced digital education content presented by world-renowned scientists.

The World Science Festival is a production of the World Science Foundation, a 501(c)(3) non-profit organization headquartered in New York City.