Workplace Experience Coordinator & Executive Support

About the role

We are seeking a Workplace Experience Coordinator & Executive Support to join our Renovations & Facilities team. This role makes Success Academy's Network Office a safe, reliable, welcoming, and well-run workplace while providing dedicated executive support to a senior Enterprise Operations executive. Approximately 60 percent of the role is workplace experience and 40 percent is executive support. The role reports to both the Leader, Renovations & Facilities and the supported executive. Where the two halves conflict, the supported executive decides. The strongest candidate combines sound commercial-office and building-operations judgment with exceptional organization, discretion, flexibility, and follow-through, solving immediate problems quickly while building systems that prevent recurring ones.

Responsibilities

• Maintain a clean, safe, functional, organized, and welcoming workplace, owning service requests from intake through verified resolution and root-cause follow-up.
• Manage workplace vendors for quality, responsiveness, documentation, value, and agreed service levels, and coordinate base-building issues with building management.
• Keep conference rooms, event spaces, kitchens, pantries, common areas, supplies, mail, and other workplace services ready for daily use.
• Coordinate office and event readiness, including space setup, vendor access, operating logistics, and timely restoration after use.
• Track workplace spending, invoices, commitments, and forecasted needs against approved budgets, flagging risks and variances early.
• Coordinate employee and visitor access and emergency-readiness activities with the appropriate partners, recognizing that Security retains security policy and incident response and building management retains base-building operations.
• Lead the day-to-day work, scheduling, coaching, coverage, and service standards of Reception and Office Services staff, and set clear front-of-house expectations for visitor experience, responsiveness, and escalation.
• Manage a complex executive calendar, protect time for the highest priorities, and resolve conflicts with sound judgment.
• Coordinate business travel, prepare accurate and timely expense reports, and manage the executive inbox, supporting timely responses and drafting or editing clear communications.
• Handle confidential information with discretion and maintain dependable systems for sensitive executive work.
• Automate the transactional layer of the role over time, including service-request intake and triage, visitor and access workflows, expense preparation, and meeting and travel logistics, with AI-assisted drafting subject to human review.
• Gather practical employee feedback, identify recurring friction, and implement improvements that strengthen reliability and service.

Skills / Qualifications

• Demonstrated success managing a complex, high-volume workplace or office environment, including facilities-related service requests and vendor coordination.
• Meaningful executive-support experience, including complex calendaring, travel, expenses, inbox management, and written communications.
• Experience leading reception,