NY Office Manager

the team as needed. Responsible for checking mail, scanning, forwarding to our P&C team and taking action on any to-dos along with receiving any packages. Responsible for management and renewal of insurance coverage for the office (commercial & liability) in partnership with legal. Responsible for ensuring physical office compliance (e.g. labor law posters displayed and updated, etc.) Look after office plants, including regular watering. Event Planning and Coordination: Coordinate all New York-based Team Onsite weeks at the office, including supporting the POC with budget and travel logistics, and managing office preparations in advance to ensure a smooth experience for core and visiting team members. Support our Senior People Programs Manager as needed for our annual companywide offsite, including coordinating logistics, travel, accommodation, and activities. Organize monthly NY team events to promote engagement and team-building. Coordinate and plan annual NY holiday party, ensuring they are inclusive, engaging, and within budget. Handle event budgets, vendor relationships, contracts, and invoices. Run retrospectives and gather feedback from team members to continuously improve the quality and relevance of events and team onsite experiences. Provide regular status updates throughout planning of all events and team onsites. Manage company swag, including orders, inventory replenishment, shipments, and designs in collaboration with the Design team.

Qualifications: 2+ years of experience in office management and event planning. Strong organizational and multitasking skills with incredible attention to detail and the ability to reprioritize and problem-solve in real-time. Excellent interpersonal and communication skills. Proficient in Notion, Slack, and Google Workspace. Must have experience managing an office move, navigating vendor and internal communication, and coordinating logistics. Proven track record of managing budgets and negotiating with vendors. Ability to work both independently and collaboratively, with a customer-service and/or hospitality mindset. The target base salary for this role will range between $107,100 to $126,000 with the addition of

bonus, equity and

benefits. This is determined by a few factors including your skillset, prior relevant experience, quality of interviews and market factors (such as location) at the point in time of offer. We strongly encourage candidates of all backgrounds to apply. We believe that our work is stronger with a variety of perspectives, and we’re eager to further diversify our company. If you have a background that you feel would make an impact at Phantom, please consider applying. We’re committed to building an inclusive, supportive place for you to do the best work of your career. By submitting your resume and application materials, you acknowledge and agree that Phantom Technologies, Inc. ("Phantom") collects and processes your personal information (including application materials, interview records, and related data) to evaluate your candidacy. Phantom may use AI-powered tools and third-party service providers for transcription, note-taking, scheduling, and other administrative tasks. Phantom does not sell your information and your materials will be handled securely and in accordance with applicable data protection laws. To learn more or for any questions, contact [email protected] .

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