About Acast
Since 2014, Acast has been building the world’s most valuable podcast marketplace, creating the technology that connects podcast creators, advertisers, and listeners. Its marketplace spans more than 140,000 podcasts, 3,300 advertisers, and one billion quarterly listens. Crucially, those listens are monetized wherever they happen—across any podcast app or listening platform.
About The Role
As Office Manager, you'll serve as the operational backbone of our U.S. market, combining executive support, facilities management, and community building. This role requires someone passionate about operations and administration who thrives in a dynamic environment supporting both day-to-day office functions and high-level executive needs. You'll be the go-to person ensuring seamless operations while fostering an engaging workplace culture.
This position demands flexibility, strong multitasking abilities, and comfort with shifting priorities. You'll manage both routine administrative tasks and urgent executive needs, often simultaneously. The ideal candidate embraces the variety and challenge this brings while maintaining exceptional attention to detail and discretion.
The ideal candidate will be a proactive multitasker with excellent communication skills and a keen eye for detail. This role is pivotal in maintaining a smooth-running office environment and supporting our team in achieving their goals.
Salary Range: $83,000 - $88,000 / Yearly
What You´ll Do
Office Operations & Administration
- Develop and implement office templates and systems to optimize efficiency and productivity
- Coordinate meetings, conferences, and events, including venue booking and catering arrangements
- Prepare and distribute internal communications, memos, and agendas
- Handle incoming and outgoing mail, shipments, and courier services
- Answer phone calls, emails, and inquiries in a professional and timely manner
- Manage market expenses, travel arrangements, and appointment scheduling
- Liaise with other Acast offices regularly
- Serve as primary point of contact for office visitors, clients, and vendors
- Process office-related invoices, track office expenses, and manage vendor relationships
- Reconcile company credit card statements and petty cash transactions
- Evaluate service contracts and vendor agreements, negotiating pricing for cost optimization
- Identify process improvements and cost-saving opportunities within office operations
- Willing to work, on-site, in-office up to five days per week
Office Management
- Maintain an organized, secure, and inviting office environment
- Manage vendor relationships for co-working spaces, cleaning, utilities, HVAC, WiFi, IT, and building maintenance
- Coordinate with building management for maintenance issues and office security
- Manage office supplies inventory and procurement processes
- Oversee the schedule and operations of the on-premises recording studio
- Implement health and safety protocols and emergency preparedness plans
- Continuously evaluate and improve office aesthetics and productivity
Staff Onboarding and Community Engagement Support
- Facilitate comprehensive onboarding for new hires, including workstation setup, key distribution, IT requests, and business card ordering
- Support employment verification (I-9) processes and distribute welcome packets
- Add new employees to internal systems including Slack channels, email groups, and community events
Senior Leadership Support
- Manage complex in-office scheduling for senior executives
- Prepare materials for executive and premier client meetings held in the office.
- Handle confidential information and correspondence with complete discretion
- Collaborate with the C-Suite’s Executive Assistant to coordinate logistics for executive meetings
- Serve as the primary point of contact for office visitors, clients, and vendors.
- Support special projects and strategic initiatives as directed by leadership
- Facilitate seamless communication flow between executives and various department
Culture & Community Building
- Design and execute pivotal employee moments including happy hours, in-office days, staff lunches, and team bonding activities
- Create opportunities for active member participation, connection, and learning
- Serve as primary point of contact for office visitors, clients, and vendors
- Foster an environment that enhances an engaging workplace culture while addressing team needs
- Support cross-functional collaboration and knowledge sharing initiatives
- Lead engagement initiatives and events to foster interaction and collaboration within market ERGs
- Develop and execute comprehensive community strategy for U.S. Market engagement
Who You Are
This is not an entry-level administrative position. The successful candidate will be a strategic partner who can seamlessly transition between supporting senior executives, managing complex office operations, and building community engagement.
You'll be expected to take ownership of processes, anticipate needs, and continuously seek improvements while maintaining the highest standards of professionalism and confidentiality.
The role requires someone who genuinely enjoys the operational efficiency.
- Minimum 5 years proven experience in office management
- Demonstrated passion for operations, administration, and process improvement
- Experience supporting senior leaders in fast-paced environments
- Exceptional discretion and ability to handle confidential information
- Advanced proficiency in Microsoft Office Suite / Google Drive Workspace / and calendar management tools
- Excellent organizational and time management skills with ability to prioritize competing demands
- Strong communication and interpersonal abilities across all organizational levels
- Proactive problem-solving skills with ability to anticipate needs and propose solutions
- Ability to work independently while maintaining collaborative approach with teams
Preferred Qualifications
- Bachelor's degree in Business Administration or related field
- Experience in media, technology, or fast-growing companies
- Project management experience
- Proficiency in using Word Docs and Excel spreadsheets
- Experience with vendor management
- Familiarity with community engagement and employee experience programs
What We Offer
- Competitive salary
- Comprehensive benefits package
- Professional development opportunities
- Collaborative work environment
- Opportunity to shape company culture and operations
Culture
Acast is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment regardless of race, gender, sexual orientation, religion, ethnicity, national origin or any of the other wonderful characteristics that make us different.
Culture is our number one priority as a business. We believe people come first, and we work every day to enable autonomy, continuous improvement and bring out the best in people. We’re global and have remote teams, so it’s even more important that we strive for an open, inclusive and caring environment where everyone feels visible and welcome.
We consider ourselves a modern organization driven by strong values to create the best, most fulfilling and nurturing culture.
We very much look forward to finding the next great person to join our cause!
