Office Manager, BIT North America

Full time: 40 hours per week, part time options available

Contract: Permanent (employment at will)

Salary: $50,000 per annum, plus benefits

Location: Brooklyn, New York

Who are the Behavioral Insights Team?

BIT was established in 2010 with a remit to apply insights from the behavioral sciences to public policy in the UK. In February 2014, BIT became a social purpose company and expanded to meet the high levels of demand for our work both in the UK and overseas.

In summer 2015, we opened a North American office in New York. We have a relaxed and non-hierarchical office culture. All our staff believe passionately in our company values: always prioritizing social impact; empiricism and humility; fresh thinking, collaboration; and public service.

We expect professional excellence in a work environment that is fast paced, exciting and friendly. In North America we offer all of our employees excellent benefits - a matched 401k contribution up to 5 percent of salary plus an excellent healthcare package. Roles and Responsibilities

This is a wide-ranging role working directly with the Senior VP across finance, human resources, legal and business development. Specific responsibilities will include:

Financial Management

You will be required to manage our financial processes through our outsourced finance partner. For example:

• Maintaining US business financials;

• Tracking actual spend against the forecast;

• Working with the Head of BIT North America to model different financial scenarios and reflecting these in the overall plan;

• Ensuring that detailed data for client reporting is provided regularly; and

• Managing office expenses and receipt reconciliation, supported by the office’s virtual PA service.

Human Resources:

• Leading the set-up and flow of recruitment processes, including the onboarding of new joiners;

• Managing the associated insurances and health care for the office; and

• Managing the bi-monthly payroll and the associated 401k processing.

Legal support:

• Managing the contracting process, drawing on in-house legal support as required;

• Managing the budget and use of external legal resources;

• Working closely with the organization’s legal counsel to ensure that the US office can perform quasi-legal work independently;

• Overseeing and managing necessary office insurances (with support from in-house legal support).

Business Development:

• Facilitating business development for the North America office. This includes: registering as a supplier (e.g. for State or City Governments) and maintaining our supplier status;

• Project managing new business

• Dealing with external procurement officers.

Office Support:

• Working with office managers of other organizations within the shared office space to address how best to use the space and equipment;

• Managing the mail and ensuring incoming mail is correctly dealt with;

• Supporting other team members, such as preparing or consolidating workshops Managing the team's virtual PA. This is a resource we have for c10 hours a week who can provide assistance with administrative tasks.

Special projects:

• Much of the work undertaken as part of this role will fall into the category of ‘special projects’. For example, preparing and managing a potential office relocation.

Essential

We are looking for someone who is flexible, self-starting and willing to work on a variety of projects. You will need:

• To be able to demonstrate commercial judgement and sound project and financial management ability.

• Experience of standard office operations. You do not need to be an accountant or lawyer but you do need a strong basic understanding of the legal and financial aspects of day-to-day business operations;

• Experience working in a fast-paced commercial environment;

• To be a clear communicator and have strong interpersonal skills – be able to communicate appropriately to staff at all levels;

• Project management experience;

• Sound judgement and decision making - ability to make decisions in line with company policy and the law;

• Good attention to detail and accuracy;

• An understanding of how governments and government funders procure services; and

• An enthusiasm for taking on new challenges such as special projects.

Desirable

Finally, it would be desirable if you have:

• An understanding of the compliance requirements of a US company (e.g. insurances, tax obligations, healthcare and 401k provision, basic employment law and health and safety);

• An interest in the application of Behavioural Insights to operations functions;

• Undergraduate degree (in any subject);

• Experience working in an international context.