Administrative & Operations Manager

Position Summary:

The goal of the Administrative & Operations Manager is to manage and enhance our processes in support of our growth and contribute towards enhancing Agendi’s operations so that we can continue to exceed our clients’ expectations. The core function of the role is to conduct administrative tasks to support Agendi’s leadership and consultants in their mission. The ideal candidate will effectively manage a small business with a big business mentality, instilling the professionalism expected for a firm serving Fortune500 companies. Prior experience (5+ years) as an operations manager or executive assistant in an international professional services firm and/or successful startup is required.

About Agendi

Agendi is an innovative, fast-growing emissions strategy and sustainability consultancy with offices in New York, San Francisco, Montreal, Brussels and London. Our mission is to drive forward the global transition to a sustainable, low carbon economy by offering corporations best-in-class consulting to progress their sustainability action.

Our team is made up of energetic multi-disciplinary specialists in climate and sustainability. We develop and implement sustainability solutions tailored to our clients’ needs, serving global private and public companies, across all sectors. We deliver a full-service consultancy offering including ambition assessment, greenhouse gas inventories, climate risk and opportunity analysis, science-based targets setting, carbon pricing, stakeholder engagement, renewable energy, sustainability reporting, offsetting, and carbon removal solutions.

If you think this role with Agendi sounds right for you, please get in touch.

Please submit your resume and cover letter to newyork@agendi.co with the subject "Agendi – Adm & Operations Manager – Application”.

Main tasks & responsibilities

Executive assistance

• Manage calendars, schedule meetings, and coordinate communication for leadership team
• Draft, review, and manage correspondence, reports, and other documents as required
• Assist leadership team with ad hoc administrative requests, ensuring smooth operations of the executive's office
• Help organize, lead and prepare critical meetings and special projects

Financial management and operational efficiency

• Contribute to the development of the operational strategy
• Identify, implement, or improve operational initiatives to support company goals, enhancing service quality and efficiency
• Support operations for Agendi expansion to new locations (administration, legal, accounting set up etc.)
• Assist with budget planning, invoicing, financial reporting and accounting across regions
• Monitor operational expenses and identify cost-saving opportunities
• Manage office operations, including mail, office organization, contract negotiation, ....

Supplier/client onboarding and relationship management

• Oversee and streamline the onboarding processes for suppliers, vendors, and clients, as well as the maintenance of such contracts
• Manage supplier and client invoices and payments collection in partnership with accountants and Chief Strategy Officer
• Ensure client and vendor satisfaction by addressing operational issues that may affect service delivery

Compliance & legal

• Manage and maintain the company's certificates of insurance and other external certifications
• Ensure compliance with legal requirements (across countries) and liaise with insurance providers to ensure adequate coverage
• Identify and mitigate operational risks

HR support

• Assist the HR department with various processes impacting the employee experience – from recruiting, onboarding, equipment and registration to offboarding and exit interviews
• Management of payroll services including expense payments and benefit subscriptions

Technology and systems management

• Oversee the implementation and maintenance of the firm's technology infrastructure
• Ensure data security and compliance with relevant regulations

Team events and travel bookings

• Oversee the company’s calendar and lead planning of team functions (lunches, volunteering days, off-site meetings...)
• Support delivery of client or other external events
• Organize and book team travel as needed

Requirements

• Passion to address the climate crisis and contribute to a better world
• Bachelor or master’s level university degree in management, finance, accounting, or HR
• Minimum 5 year full-time professional experience in operations or as an executive assistant for a successful startup and/or professional services firm
• Must be available to work in our NY office on an ad-hoc, as needed basis (ideally once a week)
• Full time position (flexibility to start on a part-time basis with minimum 30 hours' commitment)
• Excellent communication skills with proven success in developing professional relationships
• Ability to work independently and detail-oriented
• Proficient at managing time and resources
• Critical thinking and problem-solving skills
• Ability to work on multiple projects in parallel; has a process for helping to keep people on track and a system for managing deadlines and deliverables
• Highest level of integrity and commitment to confidentiality
• Experienced in Microsoft 360 products, Excel, and PowerPoint, with a proven track record of leveraging technology to enhance productivity

What we offer

Agendi highly values diversity, recruiting based on our candidate’s qualifications and merits with respect to our business needs. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, national origin, marital status or disability.

• Competitive salary
• Health Insurance
• 401k
• Flexible working hours
• Care for your well-being and fitness

The salary range for this position is $60,000-$90,000. We note the salary information as a general guideline only, as actual compensation may vary from posting. We will consider various factors to determine the offer for this role, including the scope and responsibilities of the position, relevant work experience, key skills, training, location and other business considerations.