Office & Executive Coordinator

About the role

We are looking for a high-energy, detail-oriented, and proactive Office and Executive Coordinator to join our team. This is a unique role that is 50% Executive Assistant (EA) supporting our Executive team and 50% Office Manager.

This is a full-time, in-office position supporting a vibrant team of ~115 people (with roughly 100 working in our New York office daily).

Principal Responsibilities

• Gatekeeping and Communication: Act as a professional liaison between executives and internal/external stakeholders, with polished, effective communication, handling confidential information with total discretion.
• Calendar Management: Proactively manage, prioritize, and optimize complex calendars for designated executives, navigating scheduling conflicts with perseverance.
• Travel Coordination: Arrange end-to-end travel, including flights, hotels, ground transportation, and detailed itineraries.
• Expense Management: Track, compile, and submit monthly expense reports for executives in a timely and accurate manner.
• Front Desk and Hospitality: Act as the first point of contact for the office. Warmly greet and register visitors, clients, and candidates, ensuring a stellar first impression.
• Daily Office Operations: Maintain a clean, organized, and fully functional office environment. This includes brewing morning coffee, loading/unloading dishwashers, and tidying common areas/conference rooms throughout the day.
• Inventory and Vendor Management: Keep the office fueled by ordering, receiving, and stocking snacks, beverages, and office/kitchen supplies. Manage relationships with building management and local vendors (cleaning, catering, IT support).
• Mail and Logistics: Handle incoming and outgoing mail, packages, and couriers.
• Team Culture Support: Assist in planning and executing internal office events, happy hours, team lunches, and celebrations.

Minimum Qualifications

• 2+ years of experience in an administrative, office management, or executive assistant role—ideally in a fast-paced or growing company.
• Elite organizational skills and the ability to juggle multiple competing priorities without dropping the ball.
• Exceptional verbal and written communication skills; you are professional, clear, and possess high emotional intelligence. You are polished and concise in your messaging to the team and on behalf of executives.
• A "no task is too small" attitude. You are resourceful and a natural problem-solver who anticipates needs before they arise.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets), as well as expense management and travel booking tools (Concur).
• Ability to be on your feet, lift/move boxes of snacks or office supplies (up to 25 lbs), and maintain high energy throughout the day.
• The role is an in-office position Monday through Friday.
• Due to the nature of this position, as part of the background check process, candidates must be able to pass a fingerprint background check to qualify as a fingerprinted person under FINRA. For roles requiring registration, additional regulatory screenings may apply, including a review of Form U5 disclosures and other relevant licensing information.

Preferred Qualifications

• Bachelor's Degree
• Notary Public

Pay

Base Salary Range: $73,000 - $92,000 plus bonus