People Team & Office Coordinator (Human Resources)

Job Title: People Team & Office Coordinator

Reports To: Vice President of People

Classification: Non-Exempt

Job Type: Full-Time

Location: NYC

Please note: This is a hybrid position and will require commuting to our Flatiron office in NYC 3-4 days per week.

We are the Institute for Integrative Nutrition (IIN), the world's largest integrative health education and certification platform. IIN pioneered the health coaching profession 30 years ago with our flagship Health Coach Training Program, and today, we offer a variety of health, wellness, and coaching courses that empower people to transform by focusing on “what feeds you” in life; mind, body, and career. Our mission is to play a crucial role in improving health and happiness, and through that process, create a ripple effect that transforms the world. Come help us make the world a happier, healthier place.

Job Summary:

As a vital part of our People team, you will enhance IIN's vibrant culture by coordinating culture related events and fostering a sense of community and engagement among staff. You will ensure the smooth operation of our NYC office, taking care of all our team members' needs, and providing top-notch service and support. This role offers exceptional exposure to the Executive Leadership Team, allowing you to make a significant impact on our company's success and growth.

Duties/Responsibilities:

Administrative Duties:

• Brainstorm, design, implement, and manage office operations and procedures, learning the basics of People-related duties
• Complete bi-weekly expense reports and update the office budget
• Own and manage projects that support company culture, People Team, and Executive initiatives, gaining exposure to various People Team functions such as employee engagement, benefits, and recruitment
• Liaise with and manage vendors for catering, mailing, office supplies, gardening, employee wellness, and benefits, building strong vendor and project management skills
• Prepare and ship new hire welcome swag boxes, order, and program keycards, contributing to a positive onboarding experience
• Manage in-office guest experiences, including building access and office tours, ensuring a professional and welcoming environment
• Maintain the internal online staff directory and birthday list, fostering a connected and engaged workplace
• Create and distribute the company-wide calendar of events, keeping staff informed and engaged
• Manage inventory and ordering of office/facilities supplies and kitchen pantry items, ensuring the office is well-stocked and functional

Culture Duties:

• Coordinate in-house and off-site office events and parties, managing event vendors and related contracts to create inspiring and engaging experiences for employees
• Lead the culture committee in brainstorming and launching initiatives aimed at continuous learning, healthy lifestyles, and fun, promoting a healthy and motivated environment
• Serve as a culture ambassador for IIN, assisting with the creation, planning, execution, and hosting of in-person and virtual activities such as company-wide happy hours, trivia and game nights, holiday parties, retreats, and leadership off-sites
• Assist in selecting, distributing, and scheduling staff perks and rewards, such as massages, anniversary gifts, and more, ensuring employees feel valued and appreciated

Facilities Duties:

• Open and close the NYC office, ensuring a welcoming and secure environment
• Maintain cleanliness and organization in common areas such as bathrooms, conference rooms, and café, including tasks like cleaning toilets, sweeping, mopping, vacuuming, and trash removal
• Order and restock office and kitchen supplies while adhering to the facilities budget, gaining valuable experience in budget management
• Manage relationships with vendors and contractors for HVAC, pest control, plant care, water coolers, fire safety, and trash removal, building strong vendor management skills
• Develop and manage desk and office seating plans, contributing to efficient office space utilization
• Oversee emergency and fire safety action plans, ensuring a safe workplace
• Liaise with building management, including the building superintendent and other staff, to address facility needs and improvements

Supervisory Responsibilities: None

Required Skills/Abilities:

• 2+ years of experience in an office coordinator role, partnering with all levels of the organization
• Detail-oriented, organized, self-sufficient, and efficient.
• Experience as a company culture ambassador who looks for new and innovative ways to ensure incredible employee experience.
• Outstanding interpersonal communication skills.
• Excellent time management skills and ability to multi-task, to meet changing facilities and administrative requirements.
• Proactive, ask thoughtful questions and recommend solutions.
• Experience working with event planning and catering.
• Experience with research and making concise comparisons with recommendations.
• Building management, contractor, and vendor experience.
• Proficiency with Microsoft 365: SharePoint, Forms, Teams.

Some of the benefits of working at IIN:

• Unlimited paid vacation days, with additional sick days, & generous parental leave
• Additional paid “Winter Break” vacation days between December 25 and January 1
• Annual paid commuter stipend/bonus
• 401K plan with employer contribution of up to 4%
• Free lunches and snacks while working in office
• Health benefit plan that includes health, dental, vision, disability, and life insurance
• Free access to our educational offerings
• Heath Coach & Gym Reimbursement
• Weekly virtual wellness sessions, which have included virtual yoga and meditation classes
• A variety of seasonal health and wellness perks

About IIN

What started as a small classroom of passionate students in a live setting in 1992, IIN is now world-renowned for its flagship online Health Coach Training Program and other leading-edge educational offerings on the most current and important topics in health and wellness. With a monthly audience of 2 million+ wellness seekers, over 160,000 coaches and teachers in 175 countries worldwide, we are the undisputed leader in the field of Integrative Nutrition education, information and health coaching tools. We are headquartered in New York City and offer students access to a rich diversity of leading instructors committed to improving global wellness through education and prevention.

Why work for us?

At IIN, our goal is simple: to attract and retain a workplace that includes a diverse group of talented people who come together to play a crucial role in improving health and happiness for everyone. In order to achieve this, we hire the best individuals from all different backgrounds and experiences. Our commitment goes beyond a diverse and inclusive workforce; we are also committed to diversity in our curriculum and teachings as well. We feel it enriches the experience for all our students and the community and in turn creates the ripple effect that transforms the world!

We are a mission-driven company striving to make the world a healthier and happier place! We have the culture of a start-up paired with the resources, stability and foundation of an established company with 30 years at the top of its field. We strive to be a company that walks the walk, with great perks and an amazing team of awesome, collaborative, and passionate colleagues!

Compensation:

$55,000 - $62,000

The range above is for the expectations as laid out in the job description, however we are often open to a wide variety of profiles, and recognize that the person we hire may be less experienced (or more senior) than this job description as posted. If that ends up being the case, the updated salary range will be communicated to you as a candidate.