Office Manager

Requisition ID
New York City

Job Profile

VistaJet is the first and only global aviation company. We have pioneered an innovative business model where high net worth individuals and corporate clients pay only for the hours they fly, free of the responsibilities and asset risks linked to aircraft ownership. Our signature Program service offers customers a bespoke subscription of flight hours on its fleet of super-mid and long-range jets, to fly them anywhere, at any time, and with best-in-class service.


Due to our fast expansion in North America, we are looking for an Office Manager to join our New York team based in our Soho loft.


This is a full-time post where you will assume responsibility for managing the office and provide assistance with basic HR and administrative tasks.  

Your Responsibilities

  • Acting as an ambassador for VistaJet and the main point of contact for any visitor, including Program members, prospective clients, partners, and members of the press;
  • Maintaining an immaculate office consistent with VistaJet’s exacting standards, and ensuring each employee has a safe, comfortable and productive environment to work in;
  • Coordinating office events, projects, and initiatives to create a rich office culture;
  • Assisting the HR team (based in London and Malta) with new starter paperwork and onboarding procedures;
  • Serving as the point-of-contact for general HR enquiries in New York and working with international HR team to resolve;
  • Ensuring that the office is compliant with all local health & safety policies, procedures and documentation, undertaking an annual risk assessment and implementing any recommended changes;
  • Carrying out project-based work as required;
  • Liaising with building managers and office supplier, and being their main point of contact;
  • Provide general support to employees and visitors;
  • Responsible for office security;
  • Frequently update the company portal with office news;
  • Contract management and evaluation for all office suppliers;
  • Part of the Emergency Response Plan panel, mainly as the central point of contact for the New York City office in the event of an emergency (office based or aircraft based);
  • Available out of office hours for office related emergencies.

Required Skills, Qualifications, and Experience

  • Experience in an office management role that includes assisting with basic HR administrative tasks;
  • Excellent relationship building skills with employees, management and suppliers;
  • High and strong attention to detail regarding office’s appearance;
  • Willing to roll-up sleeves and lead by example;
  • Refined problem-solving skills, able to run projects with limited management;
  • Familiarity with luxury brands and standards;
  • Excellent communication skills, proficient with MS Office and Outlook;
  • Ability to implement and maintain processes and procedures in a dynamic office;
  • Confident to spot inefficiencies in office systems and affect change where necessary;
  • Knowledge of local health & safety standards;
  • Hospitality, luxury, or concierge experience (preferred)
  • Experience with – or desire to work in – a start-up office environment (preferred)


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