Office Coordinator

About the role

Keep the calendar running smoothly, make travel painless, own the expense process, and be the behind-the-scenes MVP for executives at Bed Bath & Beyond.

Responsibilities

• Own executive calendars end-to-end — scheduling meetings, blocking focus time, and juggling last-minute changes.
• Make the call on scheduling conflicts, prioritizing what actually matters.
• Set up meetings that just work — rooms booked, video links sent, the right people looped in.
• Stay a step ahead, spotting scheduling issues before they become problems.
• Put together daily/weekly briefings so execs walk into every meeting prepped.
• Send the 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 the chaos when a flight gets delayed or canceled — rebook fast, keep everyone calm.
• Know the loyalty programs, preferred vendors, and travel policy inside and out.
• Be the person executives can text when something goes not as planned.
• Handle visa, passport, and documentation logistics so international trips go smoothly.
• Prep and submit expense reports accurately and on time.
• Track travel spend and give execs and the Chief of Staff a clear picture, regularly.
• Work with Finance to make sure reimbursements happen fast.
• Keep records organized and audit-ready.
• Spot ways to save on travel costs and help keep spending on policy.
• Handle confidential info with discretion — you're trusted with the details that matter.
• Draft correspondence, prep 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.

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 if you've planned a multi-leg trip for someone else — or yourself).
• 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 tools like 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.
• High School Diploma required.

Benefits

• 401k (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)

Location

Located in the heart of the WeHo neighborhood in Nashville proper. Easy access to great food and entertainment.

Why You'll Like It Here

• Real exposure to executive decision-making — you'll see how the business actually runs, not just support it from a distance.
• Room to grow — this role is a strong stepping stone into operations, project management, or executive leadership support.
• A fast-paced environment where no two days look the same.
• A team that values initiative — bring ideas, not just task completion.

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.
• This position requires you to sit, stand and perform general office functions. You may also be required to lift up to 25 pounds occasionally. Bending, stooping and reaching are also frequently required.