Embrace Office Manager

Established in 2021, Independence Pet Holdings is a corporate holding company that manages a diverse and broad portfolio of modern pet health brands and services, including insurance, pet education, lost recovery services, and more throughout North America.

We believe pet insurance is more than a financial product and build solutions to simplify the pet parenting journey and help improve the well-being of pets. As a leading authority in the pet category, we operate with a full stack of resources, capital, and services to support pet parents. Our multi-brand and omni-channel approach include our own insurance carrier, insurance brands and partner brands. 

Embrace Pet Insurance, a subsidiary of IPH, is leading the way in redefining pet health insurance in the U.S. We’re committed to open and honest communication, products that earn the trust of our Embraced pet parents, and customer service that’s both personal and professional. 

Job Location: Cleveland, Oh

Job Summary: The Embrace Office Manager plays a key role in ensuring the office operates efficiently and reflects a high standard of organization and professionalism. As the central point of in- office coordination, this role supports leadership, manages the visitors’ experience, and ensures meetings and shared spaces are executed with consistency, refinement, and attention to detail.

Job Location:

• Schedule: Part-time: Tuesday- Thursday (In-office)
• Some weeknights or weekends as needed.

Key Responsibilities:

Front-of-House & Visitor Experience

• Serve as the primary in-office point of contact, ensuring a professional and welcoming experience for employees and visitors.
• Manage guest arrivals (pre-arrival and the day of), building access, visitor check-in, and on-site navigation.
• Maintain an organized, professional front desk that creates a strong first impression of the office and Embrace brand.

Meeting Coordination & Leadership Support

• Oversee end-to-end meeting readiness, including room setup, technology, material and asset assembly, catering, and travel accommodations, for both guests and Embrace employees.
• Coordinate all food and beverage arrangements, from small meetings to larger-scale catering needs.
• Partner with the Director of Strategic Communications and Executive Operations to support office-wide events and programs such as employee life-event gifting, team gatherings, holiday parties, and other culture-focused programs, including planning coordination, setup, teardown, and day-of execution.

Office Experience & Operations

• Act as the primary liaison with property management for building-related needs to ensure the building and office keep a safe, efficient, and professional environment for all.
• Demonstrates exceptional judgment when responding to inquiries, and protecting sensitive information while providing appropriate support and guidance.
• Maintain a high standard of organization and readiness across shared spaces, ensuring basic office needs, supplies, and essential items are available.
• Manage mail (scanning in mail for our claims and HR teams, in addition to delivering mail to employees’ desks) coordinating deliveries and shipments, and general office administration needs.
• Support onboarding and in-office experiences for new hires (desk readiness, first-day coordination)

Other duties as assigned

What We’re Looking For

• The ability to maintain the highest level of confidentiality and discretion when handling sensitive employee, executive, operational, and business information.
• Sound judgment and professionalism when exposed to confidential leadership discussions, strategic initiatives, executive schedules, and company information prior to broader organizational communication.
• Aptitude to create trust across all levels of the organization by consistently demonstrating professionalism, discretion, and respect for confidential information.
• A trusted liaison between employees, leadership, vendors, visitors, and business partners, handling sensitive requests and information with professionalism and discretion.
• Strong organizational skills and attention to detail.
• Professional and positive/welcoming presence with the ability to interact effectively and appropriately with senior leaders and external visitors.
• Proactive nature, with the ability to anticipate needs and follow through on execution.
• Strong communication and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment, working with many different teams and needs at once.
• Comfort with basic office and meeting technology, including A/V setup and troubleshooting.

#LI

All of our jobs come with great benefits including healthcare, parental leave and opportunities for career advancements. Some offerings are dependent upon the location of where you work and can include the following:

• Comprehensive full medical, dental and vision Insurance

• Basic Life Insurance at no cost to the employee

• Company paid short-term and long-term disability

• 12 weeks of 100% paid Parental Leave

• Health Savings Account (HSA)

• Flexible Spending Accounts (FSA)

• Retirement savings plan

• Personal Paid Time Off

• Paid holidays and company-wide Wellness Day off

• Paid time off to volunteer at nonprofit organizations

• Pet friendly office environment

• Commuter Benefits

• Group Pet Insurance

• On the job training and skills development

• Employee Assistance Program (EAP)

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