Office & Executive Experience Coordinator

This position blends front office hospitality, executive support, meeting and event coordination, and office experience management—serving as both the face of the organization and a key support partner to senior leadership. The ideal candidate is polished, proactive, service-oriented, and deeply attentive to detail, with a natural ability to create calm, order, and hospitality in a dynamic environment.

Responsibilities

• Hospitality & Guest Experience
  • Serve as the primary host for board members, clients, partners, and visitors, delivering a warm, professional, and seamless welcome.
  • Maintain the reception, lobby, and shared spaces to ensure an organized, refined, and inviting office environment.
  • Manage the main phone line and general inquiries with courtesy, discretion, and promptness.
  • Provide thoughtful guest touches and ensure meeting experiences feel intentional and well-prepared.
• Executive Support & Coordination
  • Support a select number of senior executives and board members with calendar management, travel coordination, reservations, and logistics.
  • Arrange flights, accommodations, ground transportation, and itineraries with a concierge-level approach.
  • Prepare briefing materials, meeting summaries, and expense reports with accuracy and confidentiality.
  • Partner closely with the CEO’s Executive Assistant to provide coordinated, high-quality leadership support.
• Event & Meeting Operations
  • Coordinate board meetings, leadership offsites, executive sessions, and internal culture events.
  • Oversee conference room scheduling and ensure flawless setup of A/V, catering, room layouts, and hospitality elements.
  • Liaise with catering, florals, audio-visual support, building services, and other event-related vendors.
  • Provide on-site support during business hours, with occasional early mornings or evenings for special events.
• Office & Facilities Management
  • Monitor office and kitchen supply levels and place timely orders.
  • Maintain day-to-day organization and readiness of workspaces, common areas, and meeting environments.
  • Serve as liaison to building management, maintenance personnel, and external service providers.
  • Ensure the headquarters reflects the institution’s culture of excellence, care, and professionalism.

Requirements

• 3+ years of experience in hospitality, guest services, office management, executive assistance, or a similar client-facing professional support role; experience in financial services or corporate environments preferred.
• Strong organizational, communication, and interpersonal skills with a polished and service-driven presence.
• Proficiency with Microsoft Office Suite and Outlook; familiarity with travel and expense systems (e.g., Concur, Navan) is a plus.
• Demonstrated ability to multitask in a fast-paced environment with discretion, confidentiality, and sound judgment.
• Must be available for full-time, on-site presence at the New York headquarters.

Skills

• Warm, poised, and professional demeanor
• Hospitality-first mindset with genuine care for the guest and employee experience
• Proactive, anticipatory, and resourceful problem solver
• Exceptional attention to detail and pride in maintaining high standards
• Graceful under pressure and adaptable in a dynamic environment
• Trustworthy, discreet, and confident engaging with senior leadership

Pay

The starting base salary for this role is between $60,000 – $70,000. The actual base pay is dependent upon many factors, such as: training, transferrable skills, work experience, business needs and market demands.

Schedule

Hybrid work model: three days or more on-site per week (Monday - Thursday), with Friday designated as a remote-working day unless business-critical tasks require an on-site presence. Occasional early mornings or evenings may be required for special events.