Office Assistant
New York, NY

IPONWEB is an industry pioneer and world leader in the engineering and operation of highly customized, real-time media trading systems for publishers, advertisers, agencies and innovative technology companies. With more than 12 years’ experience driving innovation in the ad exchange and real-time technology space, IPONWEB is the 'behind the scenes' technology provider that many of the world's leading industry players rely on to successfully power their media and data businesses.

IPONWEB is seeking an Office Assistant to keep our busy office running like clockwork! The ideal candidate is friendly, organized, energetic, positive and always looking for ways to improve the status quo. You will be the go-to person to ensure that the IPONWEB office is always running efficiently and will have an array of responsibilities including welcoming guests, maintaining stock for office supplies (and snacks!), planning team lunches and events. Generally, you would keep our space and team as positive, organized, efficient and fun as possible! This position is based our New York location and reports to the HR Manager, North America.

The ideal candidate will have the ability to work with multiple teams, over multiple time zones and cultures.  Experience in a fast-paced, rapidly evolving environment will also be extremely important.

Primary Responsibilities:

• Manage the day-to-day office organization and maintenance and manage relationships with cleaning teams, food vendors, landlord, handymen and any other teams that support the IOW office
• Welcome guests and be the first friendly face that visitors see at the visiting office. Provide guidance and information on local amenities and services to ensure ease of working in the US office
• Plan office events, including birthdays, anniversaries, team lunches and the seasonal parties - create and maintain a calendar of employee initiatives
• Purchase and manage inventory of office supplies, furniture, computer hardware and office snacks following the finance processes and are within budget
• Proactively think about everything that can be done to keep the company running smoothly as it grows!
• Serve as the main point of contact for all things office-related and supporting USA employees as required in admin tasks
• Coordinate travel arrangements, meetings, and transport logistics for international visitors including airport transfers
• Build and manage the relationships with our hotel contracts, as well as vendors
• Manage the visa application process for the US-based team including attending visa offices and collecting official documents. Prepare invitation letters for visiting employees to secure entry to the USA.
• Manage the expense policy for the US region and ensure alignment with Expensify
• Assist senior leaders with submission of personal expenses and light calendar management
• Manage the day-to-day calendar of the General Manager for the US
• Other responsibilities as assigned by the HR Manager

Experience and Requirements:

• Bachelor’s degree or equivalent
• 1-2 years of experience in a business environment supporting the office
• Proficient in Google for Business and MS office skills including Word, Excel and Powerpoint
• Positive can-do attitude, willingness to roll up sleeves to get things done
• Ability to build and maintain positive relationships both internally and externally
• Ability to understand processes and make them more efficient and effective
• Ability to be proactive and show initiative in their work  
• Communicating effectively both verbally and in writing
• Competent interpersonal and organizational skills
• Strong attention to detail and conscientious work ethic

IPONWEB provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, IPONWEB complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.