Office Manager and Administrative Assistant

Office Manager and Administrative Assistant

Who We Are: Lizzie Fortunato is a New York City-based accessories brand founded by twin sisters, Elizabeth and Kathryn Fortunato. Lizzie Fortunato sources materials and inspiration from around the globe to create collections that are informed by travel, fine art, and the craftwork of the places they visit.

Who You Are: You are energetic, resourceful, detail-oriented, and efficient. You are excited to be part of a small team and are committed to both your performance and the greater good of the company. You are passionate about the Lizzie Fortunato brand and the impact of small creative companies on the fashion and retail landscape. You are seeking a long-term position.

Where You Fit In: You report directly to our co-founder (and Head of Sales and Operations), Kathryn Fortunato. You will also work closely with our E-Commerce Manager and Customer Experience Coordinator.

Administrative and Office Duties

Act as office “receptionist” by:

• Greeting all visitors at the door
• Owning office phone and answer during all working hours
• Checking voicemails and texts and respond / follow-up accordingly
• Keeping office clean and tidy – oversee all packages / deliveries coming in and out of the office and distribute all packages to the correct recipients real-time so they do not linger
• Ensuring shipping services come daily (as needed) for all outgoing shipments
• Assisting with scheduling messengers
• Breaking down boxes at the end of each day and ensure office is neat
• Assisting E-Commerce Experience Coordinator to ensure showroom is always “customer ready”: throw out old flowers, re-stock showroom with water / flowers / supplies; light candles and re-stock beverages, etc.
• Ordering office supplies teamwide as needed

Assist Kathryn in administrative responsibilities including:

• Completing administrative tasks in an accurate, organized, and efficient manner
• Scanning and saving important paperwork (tax documents, notifications, etc.)
• Loading documents to Basecamp (our project management software) and / or Dropbox (our file storage software)
• Sending employees required documentation (401K updates, health insurance documents, etc.) and tracking responses and follow-ups
• Scheduling meetings, including creating and scheduling zoom meetings / adding to calendar as needed
• Assisting with scheduling / reserving air travel and dinner reservations
• Assisting with planning and producing team outings
• Assisting with new hire onboarding, including:
• Tracking and saving all new employee required documentation
• Leasing and setting up computers for new employees including adding all LF apps (Slack, DB, Dropbox, BC) to new devices
• Assisting in tracking device leases and logins

Assist with press loan fulfillment and coordination by packaging up press loans neatly and accurately and returning all samples and production units to correct place

• Assisting with maintaining organized and tidy sample drawers and ensuring all samples are accounted for

Respond to all donation requests and filling accordingly

Manage all employee personal orders – track and distribute product to them seasonally

Run neighborhood work-related errands as needed

Manage weekly office cleaner (Thursday evenings)

Ad hoc requests to ensure that the front office – and broader – team are supported and running smoothly and efficiently.

Qualifications

• Experience with administrative and clerical work Proficiency in Microsoft Office suite
• Strong communication skills
• Strong ability to multitask
• Friendly and upbeat demeanor

Office Manager and Administrative Assistant

Who We Are: Lizzie Fortunato is a New York City-based accessories brand founded by twin sisters, Elizabeth and Kathryn Fortunato. Lizzie Fortunato sources materials and inspiration from around the globe to create collections that are informed by travel, fine art, and the craftwork of the places they visit.

Who You Are: You are energetic, resourceful, detail-oriented, and efficient. You are excited to be part of a small team and are committed to both your performance and the greater good of the company. You are passionate about the Lizzie Fortunato brand and the impact of small creative companies on the fashion and retail landscape. You are seeking a long-term position.

Where You Fit In: You report directly to our co-founder (and Head of Sales and Operations), Kathryn Fortunato. You will also work closely with our E-Commerce Manager and Customer Experience Coordinator.

Administrative and Office Duties

Act as office “receptionist” by:

• Greeting all visitors at the door
• Owning office phone and answer during all working hours
• Checking voicemails and texts and respond / follow-up accordingly
• Keeping office clean and tidy – oversee all packages / deliveries coming in and out of the office and distribute all packages to the correct recipients real-time so they do not linger
• Ensuring shipping services come daily (as needed) for all outgoing shipments
• Assisting with scheduling messengers
• Breaking down boxes at the end of each day and ensure office is neat
• Assisting E-Commerce Experience Coordinator to ensure showroom is always “customer ready”: throw out old flowers, re-stock showroom with water / flowers / supplies; light candles and re-stock beverages, etc.
• Ordering office supplies teamwide as needed

Assist Kathryn in administrative responsibilities including:

• Completing administrative tasks in an accurate, organized, and efficient manner
• Scanning and saving important paperwork (tax documents, notifications, etc.)
• Loading documents to Basecamp (our project management software) and / or Dropbox (our file storage software)
• Sending employees required documentation (401K updates, health insurance documents, etc.) and tracking responses and follow-ups
• Scheduling meetings, including creating and scheduling zoom meetings / adding to calendar as needed
• Assisting with scheduling / reserving air travel and dinner reservations
• Assisting with planning and producing team outings
• Assisting with new hire onboarding, including:
• Tracking and saving all new employee required documentation
• Leasing and setting up computers for new employees including adding all LF apps (Slack, DB, Dropbox, BC) to new devices
• Assisting in tracking device leases and logins

Assist with press loan fulfillment and coordination by packaging up press loans neatly and accurately and returning all samples and production units to correct place

• Assisting with maintaining organized and tidy sample drawers and ensuring all samples are accounted for

Respond to all donation requests and filling accordingly

Manage all employee personal orders – track and distribute product to them seasonally

Run neighborhood work-related errands as needed

Manage weekly office cleaner (Thursday evenings)

Ad hoc requests to ensure that the front office – and broader – team are supported and running smoothly and efficiently.

Qualifications

• Experience with administrative and clerical work Proficiency in Microsoft Office suite
• Strong communication skills
• Strong ability to multitask
• Friendly and upbeat demeanor