Vibes Manager

You’re the task master extraordinaire and you have a passion for culture, technology and working with creative people.

The Charles’ New York office is seeking a Vibes Manager to assist the Senior Management team and manage the front-desk and studio operations.

Alongside the responsibilities and skills listed below, the ideal candidate should possess exceptional organizational skills and familiarity with a fast-paced, deadline-oriented environment. Candidates must be extremely adept at multitasking and time management to bring together the many moving pieces of a small and bustling creative enterprise and present highly polished results.

You will answer directly to the CEO and CCO.

Administrative Responsibilities

  • General administrative and telephone support
  • Schedule and manage our CEO and CCO’s Google calendars – coordinating meeting logistics and managing priorities
  • Arranging domestic and international travel
  • Work with our Technology, Creative, Strategy and Production department to coordinate recruitment
  • Onboard new hires and freelancers, including email and groups set up, benefits registration, coordinating hardware and software provisioning and preparing workspaces
  • Coordinate budgets with CEO and oversee/manage all office purchases, accounts, vendors, software and hardware
  • Manage the day-to-day needs around the office: supplies, errands, utilities, cleaning, kitchen, staff, partners, clients and vendors
  • Management of contacts that visit the studio and agency contacts / vendors
  • Maintain organize and update agendas, files and various lists
  • Ensure that the office is kept tidy and presentable for employees, partners and clients
  • Coordinate tracking job status and employee time tracking on software platforms with Production staff
  • Aid in drafting, editing and formatting letters and memos as needed
  • Assist in our bookkeeping process: Invoicing, accounts payable and record-keeping.
  • Assist in collecting and preparing expense reports
  • Responsible for expediting other duties as assigned by the management team members.

Social Media

  • Manage and update Case Studies, Recruitment and News on company website
  • Work with creative team to create studio and office-based content for our social media accounts (Instagram, Facebook, LinkedIn, Twitter, Tumblr, WordPress, Squarespace)

Culture & Events

  • Take ownership of internal projects and initiatives
  • Help schedule and plan events for internal staff, client meetings, parties, special events, holidays and birthdays


  • 2-3 years of experience in a fast paced, professional environment
  • Tech-savvy with the ability to troubleshoot basic IT initiatives
  • Agency experience preferred
  • Interest in digital, advertising, marketing
  • Impeccable calendar management skills
  • Ability to handle the stress of working in a fast-paced environment and be solution-oriented
  • Follow through on tasks until complete
  • Ability to handle sensitive and confidential information
  • Extreme attention to detail, ability to multi-task and juggle priorities
  • Articulate, professional phone presence, and excellent communication skills
  • Smart, self-starter, resourceful and ready to jump in
  • Hands-on approach, flexible and ability to change gears quickly
  • Extreme attention to detail, ability to multi-task and juggle priorities
  • Meeting coordination/event planning
  • Positive attitude is a must

Apply Now

Grow with us.

We're always looking for talent to add to our ever-growing team. Please include URLs for an online portfolio in addition to your resume. Submissions without a portfolio included will not be considered.

Check out our knowledge sharing initiative, Birdwatch.

Side hustle.

We love our clients, but also have passion projects of our own. In addition to the exciting projects already in the works, we're always tinkering on side projects and ideas we've always wanted to explore.

Check out our sister brand, Admin.

Take care of your own.

From top notch benefits to free snacks to keep the munchies at bay and focus in check, the team's wellbeing comes first.

Check out our latest team adventure, One Fine Day.

Know someone who may be interested?