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

The position 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.

• 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 align with business needs and anticipate executive needs. Manage sensitive and confidential information with professionalism and discretion.
• 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 logistics for meetings, events, and executive activities.
• Office Operations & Employee
  
  Experience:
  
  Support daily office operations, coordinate meetings, space usage, and on‑site needs. Greet employees, visitors, and partners, ensuring a professional environment. Coordinate office services, vendor requests, inventory, and work orders. Partner with IT for office technology and AV equipment. Manage mail and deliveries. Support employee experience initiatives and safety protocols.
• Meeting & Event Management:
  Coordinate meeting logistics, scheduling, materials, and preparation. Ensure executives are prepared for meetings by organizing agendas, reports, and presentations. Attend meetings, capture notes, summarize outcomes, and track action items. Plan and support off‑site meetings, events, and visits.
• Stakeholder Coordination & Communication:
  Serve as liaison between executive leadership and internal/external stakeholders. Communicate professionally, represent the executive office, maintain contact resources, and collaborate with other Executive Administrative Assistants and cross‑functional partners.

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

• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, 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, written and verbal.
• High level of professionalism, discretion, and confidentiality.
• Experience with expense management and travel coordination.
• Proactive approach, anticipating needs and solving problems.
• Ability to collaborate effectively across teams and functions.
• Flexibility to support business needs, including occasional work outside standard business hours.

• High School Diploma or GED.
• 5+ years of experience providing executive‑level administrative support.
• 3+ years experience supporting multiple leaders and/or teams.
• Experience supporting senior leaders in a corporate environment.
• Experience coordinating meetings, events, or cross‑functional activities.
• Experience with project coordination or event planning.

• First Aid, CPR, and AED certification (training provided).

• This position primarily involves sedentary work, requiring long periods of sitting, regular use of a computer, and occasional standing or walking. Reasonable accommodations are available.
• Perform other functions, duties, and projects as…