Five Jars is looking for a motivated entry-level Virtual Office Manager to support our dynamic team and executive leadership. This role is pivotal in ensuring smooth day-to-day operations by handling a wide range of administrative tasks for the company and providing personal assistance to the C-level management.

You are the right person for this position if you are a self-starter, able to manage your workload efficiently, and have excellent communication skills.

Who are we

Five Jars is a Full-service Design, Strategy, and Web Development digital agency that creates intuitive, data-driven web experiences. Over the past 6 years, we've delivered more than 100 projects for clients in a variety of industries, including health & fitness, media, arts & culture, and NGOs.

As a team of creative and talented experts, led by leaders with 15+ years of experience in technology, we love our projects, working together and doing everything to ensure the company’s and client’s growth.

Requirements

• Hard Skills:

  • Proficiency in office management software (e.g., MS Office, Google Workspace (docs, spreadsheets, calendar, etc))

  • Experience with online calendar systems, project management tools, and collaboration platforms.

  • Knowledge of travel booking platforms and research approaches

  • Basic understanding of event planning and coordination

  • Ability to work at least 4 hours in the US time zone. Ideally, working with a shift to the US timezone so that C-level managers can answer questions faster

  • Upper-Intermediate or Advanced English level, Ukrainian language conversational level

  • Nice to have a bachelor’s degree in business administration, communication, or a related field preferred

• Soft Skills:

  • Exceptional organizational and time management skills

  • Strong communication and interpersonal abilities

  • Proven ability to manage multiple tasks and priorities effectively

  • High degree of initiative and ability to work independently and collaboratively

  • Problem-solving mindset with attention to detail

  • Proactivity: if something is not clear – do not be afraid to ask questions

Responsibilities

• C-Level Management Assistance (30%)

  • Communication for some documentation-related questions (for instance, communicate with the lawyer about the progress of preparing documents)

  • Setting tasks for contractors and monitoring deadlines

  • Help with calendar management, such as scheduling doctor appointments

  • Research related to different areas (for instance, research specific doctors or schools)

  • Book business-related meetings, choose and book restaurants, etc

• People Operations (25%)

  • Benefits Administration: Overseeing the day-to-day administration of employee benefit programs;

  • Benefits Analysis and Benchmarking: Conducting regular benchmarking and analysis of employee benefits programs to evaluate competitiveness, cost-effectiveness, and employee satisfaction

  • Employee Assistance and Support: Serving as a resource for employees to address benefit-related questions, concerns, and issues. Providing personalized guidance, resolving disputes, and advocating for employee needs in collaboration with HR

  • National Holidays Management and Communication: updating the list of National Holidays for different countries (Policy and HRIS), communicating updates and reminders to the team

  • Education Programs Management: Providing all the required support such as communication with the speakers, expenses management, team announcements, learning materials posting, etc.

  • HR Projects Support & Participation

• Travel Management (20%)

  • Travel Booking: Coordinating and booking transportation (flights, trains, rental cars) and accommodations (hotels, apartments) according to the traveler's preferences, budget, and company policies

  • Expense Management: Monitoring travel expenses and processing expense reports

  • Travel Policy Development: Developing and updating travel policies and procedures in response to changing business needs, industry trends, and regulatory requirements

  • Traveler Support: Providing assistance and support to travelers before, during, and after their trips, including travel advisories, visa assistance, travel insurance, and 24/7 emergency support

• Event Management (15%)

  • Organizing Offline Events: Organizing in-person events for the team, starting from the concept to execution

  • Development and Execution of Online Activities: Proposing and organizing virtual activities and engagements with the team

  • Expense Management: managing the financial aspects of event planning and execution

• Corporate Merch Management (10%)

  • Product Selection: Researching and selecting a range of products and branded merchandise that align with the company's brand identity, values, and people preferences

  • Vendors Management: Identifying and establishing relationships with vendors, negotiating contracts, pricing, and terms of service to ensure cost-effectiveness and timely delivery of merchandise

  • Design and Branding: Collaborating with the internal design team to create custom designs

  • Inventory Management: Managing and overseeing the storage of merchandise items

  • Order Fulfillment and Distribution: Managing the ordering process, coordinating with suppliers to process orders, arranging shipping or delivery, and tracking shipment status

  • Quality Control: Ensuring the quality of merch items

Additional details:

• Description of the team to work with:

  • Chief Executive Officer (CEO) and Chief Operations Officer (COO)

  • HR Specialist

  • Potentially, a few more people from the team

• What growth opportunities are there in this role:

  • Communication / Engagement Specialist

  • Travel / Event Specialist

  • L&D Specialist

  • HR Branding Specialist

• Hiring Process:

  • Test Task

  • Screening Interview with a Recruiter

  • Qualification Interview

  • Focus Interview

  • Reference check

We propose

• 100% remote work

• Professional growth and regular performance reviews

• Benefits such as vacation, sick leave, a day off during official national holidays

• Flexible schedule and 7-hour working day

• Happy Hour every Friday with team members

• Help with learning new things (courses, books, etc.)

• Support in participating in conferences

• Warm and friendly working environment

• Flexibility in making decisions, no micromanagement

• Respect and support with all activities

• Team building and other sorts of online/offline team activities