Office Coordinator

About Flywheel 

Flywheel's suite of digital commerce solutions accelerate growth across all major digital marketplaces for the world's leading brands. We give clients access to near real-time performance measurement and improve sales, share, and profit. With teams across the Americas, Europe and APAC, we offer a career with real impact, endless growth opportunities and the support you need to be the best you can be.

Opportunity 

Flywheel Digital is looking for an Executive Assistant/Office Coordinator to provide comprehensive administrative support to 2-3 executives and provide facilities support to the Rogers Office.    

The ideal candidate is an adaptable, collaborative, and well-organized person who can support leadership in improving their efficiency by handling day-to-day tasks and allowing time for strategic decision-making while also managing office operations. 

This role requires being in person at the office Monday through Friday and will report to the Senior Manager of Operations & Administration. 

We would expect this person to work from our Rogers Office 5 days a week. 

What you'll do:

Executive Assistant  

• Calendar and email management – coordinating, prioritizing and managing complex and ever-changing schedules and inboxes. 
• Travel Logistics – booking flights, rental cars, accommodations and managing detailed itineraries 
• Handle Purchase Order submissions and expenses through Service Anywhere and Concur respectively   
• Meeting Coordination- Organizing, attending, and recording minutes for meetings and executive sessions 
• Serve as a liaison between executives, stakeholders, and staff to enhance organizational efficiency 
• Assisting with special projects by coordinating resources and tracking progress 

Office Responsibilities 

• Serve as the liaison between the local Facilities Manager and the local Flywheel team to ensure that employees, clients, and guests' needs are met. 
• Greeting employees, clients, and guests entering the office, ensuring that they are comfortable, welcomed, and connected with the right personnel.  
• Managing incoming and outgoing correspondence to the office including emails, invoices, mail, and packages.  
• Monitor office expenditures and reconcile monthly expenses 
• Monitor office supplies inventory and place orders for individual needs 
• Support the office with events both inside the office and offsite as needed 

Who You Are: 

• 5 years of experience in an administrative role that reports to executive management 
• Comfort with ambiguity and changing priorities 
• Strong organizational and project management skills 
• Discretion and confidentiality in handling sensitive information 
• Excellent written and verbal communication abilities 
• Proficiency with Microsoft Office including Word, Excel, and Outlook 
• Ability to work both independently and collaboratively in a fast-paced environment 
• Creative problem-solving skills and a flexible, can-do attitude 
• Ability to communicate effectively with all levels of the internal organization, building management, and external vendors. 

Working at Flywheel

We are proud to offer all Flywheelers a competitive rewards package and unparalleled career growth opportunities and a supportive, fun and engaging culture.

• We have office hubs across the globe where team members can go to feel productive, inspired, and connected to others - team members go into Hub Offices 3x a week
• Competitive paid time off, including annual leave plus paid public holidays
• Great learning and development opportunities
• Benefits that help you live your best life
• Parental leave and benefits
• Volunteering opportunities
• If you’re looking to connect with teammates on a topic of inclusion and identity, chances are there’s an ERG for that.
• So you know: The hired candidate will be required to complete a background check
• Learn more about us here: Life at Flywheel

The Interview Process:

Every role starts the same, an introductory call with someone from our Talent Acquisition team. We will be looking for company and values-fit as well as your professional experience; there may be some technical role-specific questions during this call.   Every role is different after the initial call, but you can expect to meet several people from the team 1:1 and there might be further skill assessments in the form of a Take Home Assignment/Case Study Presentation or Pair Programming/Live Coding exercise depending on the role. In your initial call, we will walk you through exactly what to expect the process to be.

Inclusive Workforce

Flywheel Commerce Network’s goal is to create a culture where all individuals of all backgrounds feel comfortable in bringing their authentic selves to work. We want all people to feel included and empowered to contribute fully to our vision and goals. Flywheel Commerce Network is an Equal Opportunity Employer and participates in E-Verify. All applicants will receive fair consideration for employment. We do not discriminate based upon race, color, religion, sex, sexual orientation, age, marital status, gender identity, national origin, disability, or any other applicable legally protected characteristics in the location in which the candidate is applying.

If you have any accessibility requirements that would make you more comfortable during the application and interview process, please let us know at recruitment@flywheeldigital.com so that we can support you.

For more information about what data we collect and how we use it, please refer to our Privacy Policy.   We leverage AI technology to streamline our hiring workflow, though all candidate decisions are made by our Talent Acquisition Team. This position is for an existing vacancy.   IMPORTANT ALERT: Please beware of fraudulent job communications from individuals falsely claiming to be from Flywheel. We've identified fraudulent activity through social media and messaging services purporting to be from Flywheel requesting payments for job- and recruitment-related expenses. Flywheel never asks candidates for personal information such as bank account data or tax IDs nor payments via social media or chat-based applications. Report suspected fraud to local authorities immediately. To learn more, click here.   Please note, we do not accept unsolicited resumes from 3rd party Recruitment Firms.    #LI-HYBRID