Office Management Associate

Full job description

About the Company

Gemini is a global crypto and Web3 platform founded by Cameron and Tyler Winklevoss in 2014, offering a wide range of simple, reliable, and secure crypto products and services to individuals and institutions in over 70 countries. Our mission is to unlock the next era of financial, creative, and personal freedom by providing trusted access to the decentralized future. We envision a world where crypto reshapes the global financial system, internet, and money to create greater choice, independence, and opportunity for all — bridging traditional finance with the emerging cryptoeconomy in a way that is more open, fair, and secure.

The Department: Operations / International Leadership

The Role: Office Management Associate

This is a full-time position at Gemini’s London office and will report into the Head of UK.

The UK team is in search of an Executive Assistant / Office Management Associate to help manage the office and provide executive support to our regional heads of office. The Office Services team at Gemini are ambassadors of our core values, dedicated to supporting the company through rapid growth and beyond. As an EA / Office Management Associate you will be responsible for making sure the day-to-day operations of Gemini's London office runs smoothly and in line with the company's culture. The ideal candidate has a desire to make an immediate impact and is excited to take on an extended multi-year role focused on creating and sustaining a supportive environment for our employees.

This role is required to be in person 4 days per week at our London office.

Responsibilities:

Manage calendars simultaneously for executives, including international engagements

Manage complex, changing, and frequent travel arrangements (multi-stage, multi-city, international airfare and accommodation)

Work closely and well with the broader staff to ensure all relevant calendars are considered and functioning cohesively

Process business related expenses and draft internal and external correspondences

Act as a visible representative of the company by welcoming employees and visitors as well as determining their needs and directing them appropriately.

Monitor visitor and employee access and aids with check in.

Liaise with lobby security to resolve visitor and employee access issues.

Assist with conference room scheduling and set up and clean up as needed.

Maintain security by following procedures, issuing badges and coordinating employee access registration

Maintain a clean, welcoming reception area and conference rooms

Address employees queries regarding office management (e.g. office supplies, food and beverage)

Liaise with building management vendors, including cleaning, catering and security services

Create and maintain a clean, organized, and enjoyable environment for all Gemini employees

Arrange necessary repairs to upkeep office conditions

Coordinate with various departments on office equipment needs

Address employee queries regarding office management issues or needs

Maintain the kitchen area by placing orders for consumables as well as office supplies

Partner with the People Team to update and maintain office policies and procedures as necessary

Adhere to office budget while ensuring accurate and timely expense reporting

Manage the external service relationships of Gemini's office

Assist in contract and price negotiations with office vendors and service providers

Liaise with facility management vendors (including cleaning, catering and security services)

Maximize the company’s assets to promote Gemini's company culture

Partner with the People Team to assist in the onboarding process for new employees

Provide general hospitality support to external visitors

Assist in planning and executing in-house or offsite activities (e.g., lunches, team outings, celebrations and conferences)

Minimum Qualifications:

2 years of experience as an office manager or executive assistant to C-level executives

Proficiency in DocuSign, GCal, Slack, and Signal

Extensive experience with email management and strong familiarity with Excel/Sheets

Extensive experience with scheduling, planning and travel logistics, particularly with complex international travel

Excellent written and verbal communication skills; strong time management abilities

Strong administrative writing and reporting skills

Passion for creating a positive and welcoming work environment

Preferred Qualifications:

Ability to interact with staff at all levels and maintain a high level of professionalism, confidentiality, and humility

Strong orientation to finding solutions to complex situations

Proactivity and confidence to work closely with and adapt to the style of executives who travel frequently and lead a fast-paced day-to-day rhythm

High degree of responsiveness, strong decision making ability, and excellent attention to detail

Ability and willingness to provide executive support beyond the scope of a typical work day. The ideal candidate will be able to maintain a strong, responsive flow of communication with executives in different time zones, etc.

Strong multitasking skills and experience successfully solving complex problems from end-to-end

Highly organized and detail-oriented

Comfort with light/moderate physical action related to organizing and reorganizing tasks

Ability to prioritize and tackle tasks in an efficient and timely manner with keen attention to detail

Willingness to work independently as well as collaboratively

Experience in a high-growth startup with high-growth operations needs

Demonstrated ability to work cooperatively and collaboratively with management, internal teams and vendors

Reliable in-office presence

Must be able to be in the London office 4 full days per week with 1 remote day per week

It Pays to Work Here

We take a holistic approach to compensation at Gemini, which includes:

Competitive Compensation

Long-term incentive in the form of a new hire equity grant

Up to 28 paid holidays (in addition to public/bank holidays)

Retirement Plan Matching

Generous Parental leave

Comprehensive health plans

Training and professional development

In London, we have a hybrid work policy. Employees are expected to work from the office part of the week. We believe our hybrid approach increases productivity through more in-person collaboration where possible.

At Gemini, we strive to build diverse teams that reflect the people we want to empower through our products, and we are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, ****** orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. Equal Opportunity is the Law, and Gemini is proud to be an equal opportunity workplace. If you have a specific need that requires accommodation, please let a member of the People Team know.