Office Coordinator

About the role

At Bed Bath & Beyond we believe that everyone should “Be You!”. We are a community that upholds a culture of understanding, acceptance, and respect, valuing and embracing each person’s individuality, traits, beliefs, and characteristics. Living by this ethos is essential to the success of our business, and our goal is to foster a more inclusive environment where every employee visibly demonstrates inclusive behaviors and respect for individuals.

Responsibilities

• Own executive calendars end-to-end — schedule meetings, block focus time, and juggle last-minute changes without breaking a sweat
• Resolve scheduling conflicts by prioritizing what actually matters
• Set up meetings that just work — book rooms, send video links, loop in the right people
• Stay a step ahead by spotting scheduling issues before they become problems
• Prepare daily/weekly briefings so executives walk into every meeting prepped
• Send reminders and follow-ups that keep everyone on track
• Book flights, hotels, cars, and everything in between for domestic and international trips
• Build itineraries people actually want to use — clear, realistic, and accounting for time zones and layovers
• Handle travel disruptions (delays, cancellations) by rebooking fast and keeping everyone calm
• Know loyalty programs, preferred vendors, and travel policy inside and out
• Be the person executives can text when something goes not as planned
• Manage visa, passport, and documentation logistics so international trips go smoothly
• Prepare and submit expense reports accurately and on time
• Track travel spend and give executives and the Chief of Staff a clear picture regularly
• Work with Finance to ensure reimbursements happen fast
• Keep records organized and audit-ready
• Spot ways to save on travel costs and help keep spending on policy
• Handle confidential information with discretion — trusted with the details that matter
• Draft correspondence, prepare materials, and track follow-ups so nothing falls through the cracks
• Keep digital files organized so anything can be found in seconds, not hours
• Jump into special projects and new challenges as they come up — variety is part of the job
• Greet visitors, candidates, and vendors with a warm, professional welcome as the first face of Beyond Retail Group
• Answer, screen, and route incoming calls; manage the front office inbox and general voicemail
• Manage visitor sign-in, badge issuance, and security check-in procedures for guests and contractors
• Keep the lobby and front office polished and presentation-ready at all times
• Sort and distribute incoming mail and packages; coordinate outgoing shipments
• Coordinate conference room scheduling and set-up for guests and meetings as needed

Requirements

• 2+ years in an EA, coordinator, or admin role — internships and fast-paced service jobs count too
• Experience juggling calendars and booking travel (bonus points for multi-leg trips)
• Comfort with numbers — reconciling expenses or managing a budget, even informally, is a plus
• Solid Microsoft 365 skills (Outlook, Teams, Word, Excel); bonus if you’ve used Concur or similar
• Clear, confident communication — written and verbal
• An eye for detail that borders on obsessive (in a good way)
• The ability to stay cool and adapt when plans change fast, including outside 9-to-5
• Trustworthiness and good judgment — you’ll be handling sensitive info from day one
• A self-starter mindset, with the collaboration skills to work well across teams
• Flexibility and a genuine curiosity about how businesses operate
• A warm, professional presence comfortable greeting guests and answering phones as the face of the office

Education Requirements

• High School Diploma required

Physical Requirements

• Ability to operate a computer, telephone, and other standard office equipment
• Ability to communicate effectively with employees, executives, vendors, and travel partners, including outside standard business hours as needed
• Ability to remain in a stationary position for extended periods while performing administrative tasks
• Ability to move throughout the workplace to access work areas, meeting rooms, files, and office equipment
• Ability to exchange accurate information in person, via telephone, video conference, and email
• Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this role

Benefits

• 401k with 6% match
• Flexible schedules
• Tuition reimbursement
• Leadership development program
• Mentorship program
• Employee Resource Groups (LatinX, Black Employee Network, LGBTQIA+, Women’s Network, Women In Tech)