Office & Administrative Coordinator

Position Overview

We are seeking a polished, proactive, and highly organized Office Administrator / Executive Assistant / Receptionist to serve as the face of our New York office while providing seamless administrative support to senior leadership. This individual will play a critical role in creating a welcoming office environment, ensuring smooth day-to-day operations, and supporting 3-4 senior executives with a variety of administrative responsibilities.

The ideal candidate is professional, resourceful, detail-oriented, and thrives in a fast-paced environment. They anticipate needs, take initiative, and are committed to delivering an exceptional experience for employees, visitors, and leadership alike.

• Serve as the first point of contact for visitors, clients, and guests, providing a professional and welcoming experience.
• Manage reception area and maintain a clean, organized, and inviting office environment.
• Coordinate visitor logistics, security procedures, and guest check-in processes.
• Oversee conference room scheduling and meeting room preparation.
• Manage office supplies, pantry inventory, and vendor relationships.
• Coordinate office events, team gatherings, and employee engagement activities as needed.

• Provide high-level administrative support to 3-4 senior executives.
• Manage complex calendars, scheduling meetings across multiple time zones and stakeholders.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare and submit expense reports and manage executive expenses.
• Assist with meeting preparation, agendas, presentation materials, and follow-up action items.
• Handle confidential information with the highest level of discretion and professionalism.

• Support day-to-day office operations and special projects.
• Assist with document preparation, correspondence, and reporting.
• Coordinate internal meetings, leadership offsites, and company events.
• Serve as a liaison between executives, employees, vendors, and external stakeholders.
• Identify opportunities to improve processes and administrative efficiencies.
• Proactively anticipate executive and office needs before they arise.

• 3+ years of experience in an Executive Assistant, Office Administrator, Receptionist, or Administrative Assistant capacity.
• Experience supporting senior executives in a corporate environment.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and sound judgment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools.
• Ability to work independently while maintaining a collaborative team-oriented approach.
• Strong attention to detail and commitment to providing outstanding service.

• Experience supporting executives within financial services, professional services, consulting, or other fast-paced corporate environments.
• Experience coordinating complex travel and meeting logistics.
• Demonstrated ability to anticipate needs and operate proactively