Executive Assistant & Workplace Experience Coordinator

Executive Assistant & Workplace Experience Coordinator

Commerce is looking for an Executive Assistant & Workplace Experience Coordinator to support our Atlanta office as we expand our Engineering and Product presence there. This role is primarily executive-facing - providing high-level administrative and calendar support to Engineering and Product leaders - while also anchoring the day-to-day office experience for our growing Atlanta team.

You'll be the operational backbone of this office: keeping things running smoothly, making people feel genuinely welcomed, and ensuring our leaders can stay focused on what they do best. This role reports to the Manager, Executive Assistants, and works in close coordination with the broader Workplace Experience and VIBE teams.

This position will be based onsite at our Atlanta office hybrid (3 days/week) to start and increase to 5 days in office once our new location is opened in Q1 of 2027.

• Manage complex, high-volume calendars for Engineering and Product leaders, acting as a thoughtful gatekeeper and prioritizing access to their time
• Communicates directly with employees and external stakeholders on matters related to the executives' work.
• Coordinate meeting logistics including room booking, agendas, materials preparation, and AV or IT needs - including technical setup for demos, sprint reviews, and product sessions
• Arrange detailed domestic and international travel plans, itineraries, and agendas
• Prepare and process expense reports and reconciliations in coordination with internal finance teams
• Draft, prepare, and manage confidential correspondence and communications on behalf of executives
• Follow up on incoming issues and commitments addressed to executives, including those of a sensitive or confidential nature
• Keep executives well-informed of upcoming responsibilities and deadlines, following up proactively
• Support scheduling across global time zones in coordination with the broader EA team - Engineering and Product teams often span multiple regions
• Assist with coordinating leadership team meetings, planning sessions, off-sites, and agendas
• Organize senior team outings, social events, and executive-hosted gatherings
• File, retrieve, and manage corporate documents, records, and reports

• Manage the Atlanta office - opening on time, welcoming visitors, and maintaining a professional, people-first atmosphere throughout the day
• Conduct regular walkthroughs to ensure the office is clean, safe, and well-maintained; escalate and track facilities issues for timely resolution
• Oversee the lunch program, janitorial performance, and health and safety vendor relationships, including first aid supplies, employee certifications, and emergency preparedness
• Maintain and order office supplies; manage vendor relationships and identify cost savings opportunities
• Support onboarding preparation, new hire orientation tours, and company and team events (onsite and offsite)
• Manage employee badge issuance and deactivation and maintain overall access control
• Manage relationships with property management and oversee lease and facilities operations
• Maintain the Workplace Experience inbox, route requests appropriately, and partner with cross-functional teams to ensure a seamless employee experience
• Assist with special projects and additional duties as assigned to support the broader VIBE & Workplace Experience team

• 3- 5 years of experience supporting executives with calendaring, scheduling, and administrative support; experience in a technology company or supporting Engineering or Product leaders is strongly preferred
• Comfortable operating in a fast-moving, technical environment
• Experience in office coordination, facilities, or a combined workplace and administrative role is a plus
• Highly organized with strong attention to detail and the ability to manage competing priorities without losing momentum
• Warm, professional communicator who builds genuine relationships at all levels of an organization
• Proactive and resourceful - you anticipate what's coming, follow through consistently, and bring solutions-oriented energy to unexpected situations
• Demonstrated ability to handle confidential information with discretion and emotional maturity
• Calm and adaptable when things shift; you perform well under pressure and changing priorities
• Genuinely passionate about creating a welcoming, inclusive workplace
• Expert-level written and verbal communication skills
• Proficient in Google Workspace and Microsoft Office; experience with Navan, Slack, Jira, or Confluence is a plus