Embrace Office Manager

Job Description

Embrace Office Manager | Embrace Pet Insurance

The Tone:
This is a part-time role at Embrace Pet Insurance, located in Cleveland, Ohio. Embrace Pet Insurance, a subsidiary of Independence Pet Holdings, redefines pet health insurance in the U.S. by providing transparent products and personal customer service. This role is crucial for maintaining an efficient and professional office environment, serving as the central point for in-office coordination, and ensuring a welcoming experience for all employees and visitors. The position demands consistency, refinement, and attention to detail in supporting leadership and managing shared spaces.

The TL;DR
• Role: Part Time
• Type: Part-time
• Location: In-person, Cleveland, Ohio, United States
• Team: Supports leadership and partners with the Director of Strategic Communications and Executive Operations.
• Mission: Ensures the office operates efficiently, reflects high standards of organization and professionalism, and provides consistent, refined experiences for all stakeholders.
• Tech Stack: Basic office and meeting technology, A/V setup and troubleshooting.

What You’ll Actually Do
• Front-of-House Management: Serve as the primary in-office point of contact, managing guest arrivals, building access, check-in, and on-site navigation to ensure a professional and welcoming experience for all employees and visitors.
• Meeting and Catering Coordination: Oversee the end-to-end readiness for all meetings, including room setup, technology, material and asset assembly, and coordinating all food and beverage arrangements for various scales of gatherings.
• Event Planning and Execution: Partner with the Director of Strategic Communications and Executive Operations to support and execute office-wide events and culture-focused programs, managing planning coordination, setup, teardown, and day-of execution.
• Office Infrastructure Liaison: Act as the primary liaison with property management for building-related needs, ensuring a safe, efficient, and professional environment, and maintaining a high standard of organization and readiness across shared spaces.
• General Administrative Support: Manage daily mail, coordinating deliveries and shipments, and provide support for new hire onboarding, including desk readiness and first-day coordination, demonstrating exceptional judgment in all inquiries.

The Must-Haves
• Background: An individual with the ability to maintain the highest level of confidentiality and discretion when handling sensitive employee, executive, operational, and business information.
• Experience: Demonstrated aptitude for creating trust across all organizational levels by consistently showing professionalism, discretion, and respect for confidential information, alongside the ability to manage multiple priorities in a demanding environment.
• Skills: Possesses strong organizational skills, meticulous attention to detail, proactive anticipation of needs, and strong communication and problem-solving abilities.
• Skills: A professional and positive presence capable of interacting effectively with senior leaders and external visitors, coupled with comfort in basic office and meeting technology, including A/V setup and troubleshooting.