Executive Assistant & Office Operations Coordinator

Job Summary The Executive Administrative Assistant & Office Operations Coordinator position serves as a trusted partner to executive leadership, providing high-level administrative support to ensure priorities, schedules, and activities are managed effectively. This role proactively anticipates the needs of the Executive and their Senior Leadership Team (SLT), managing calendars, communications, and daily operations with a high degree of professionalism and discretion.

This role also oversees daily operations of the NY office.

This position reports to the Manager, Executive Administrative Assistant within Workplace Services.

This role requires an in-office schedule Monday–Thursday, 8:30 AM–5:00 PM with a 30 min mandatory unpaid lunch break, and remote work permitted on Friday, unless needed in person.

Duties & Responsibilities

• Executive Support & Prioritization: Manage and organize the Executive’s daily and weekly activities, including calendar and email inbox management. Prioritize tasks, communications, and follow-ups to ensure alignment with business needs. Anticipate executive needs and proactively adjust priorities to address changing demands. Manage sensitive and confidential information with a high level of professionalism and discretion. Exercise sound judgment in handling communications, materials, and executive interactions.
• Administrative Operations & Coordination: Oversee and maintain administrative processes, including meetings, travel arrangements, and expense management. Prepare, process, and reconcile travel and business expenses in accordance with company policy. Coordinate travel arrangements and itineraries, both domestic and international. Coordinate logistics for meetings, events, and executive activities, ensuring alignment with schedules and priorities. Ensure activities are executed efficiently and in alignment with company policies and procedures. Identify opportunities to improve administrative processes and recommend solutions.
• Office Operations & Employee Experience: Support daily office operations, including coordination of meetings, space usage, and on-site needs. Greet and assist employees, visitors, and external partners, ensuring a professional and welcoming environment. Coordinate office services, including submitting and tracking building work orders and vendor requests. Maintain office, kitchen, and hospitality inventory; ensure spaces are stocked and organized. Partner with IT to support office technology, AV equipment, and connectivity needs. Manage incoming and outgoing mail and deliveries (e.g., FedEx, USPS). Support team culture and employee experience initiatives (e.g., team events, recognition moments). Maintain awareness of and help promote office safety, emergency, and security protocols.
• Meeting & Event Management: Coordinate meeting logistics, including scheduling, materials, and preparation. Ensure executives are prepared for meetings by organizing agendas, reports, and presentations. Attend meetings as needed to capture notes, summarize key outcomes, and track action items. Plan and support offsite meetings, events, and visits, including facility and external guest coordination.
• Stakeholder Coordination & Communication: Serve as a liaison between executive leadership and internal/external stakeholders. Communicate professionally and effectively, representing the executive office in a consistent and organized manner. Maintain team distribution lists and internal contact resources. Collaborate with other Executive Administrative Assistants and cross-functional partners to support team coordination and initiatives.

Supervisory Responsibilities: This role does not have formal people leadership responsibilities but may provide guidance, mentorship, or subject matter expertise to others.

Knowledge, Skills & Abilities

• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) and virtual meeting platforms (Teams)
• Strong organizational and time management skills with attention to detail
• Ability to manage multiple priorities and competing deadlines
• Ability to manage complex scheduling and calendar coordination
• Strong interpersonal and communication skills, both written and verbal
• High level of professionalism, discretion, and confidentiality
• Experience with expense management and travel coordination
• Proactive approach with the ability to anticipate needs and solve problems
• Abili…