Office Operations Coordinator (New York City Metropolitan Area)

Office Operations Coordinator

New York, NY | Full-Time | On-Site

An established investment management firm is seeking an Office Operations Coordinator to oversee the day-to-day operations of its New York City office while providing administrative support to several executives. This is a highly visible, hands-on role for someone who is organized, proactive, and comfortable balancing office operations with executive support in a fast-paced environment.

The position is in-office five days per week, with typical hours of 8:00 AM to 6:00 PM and some flexibility to monitor email after hours when needed

Office Operations

• Oversee the day-to-day operations of the office and help ensure everything runs smoothly.
• Manage front desk responsibilities, including greeting guests and escorting them to conference rooms.
• Coordinate with building management, facilities contacts, vendors, and external service providers.
• Manage office, pantry, supply, and equipment inventory and ordering.
• Handle incoming mail and deliveries and ensure timely distribution.
• Coordinate IT support requests with the firm's external IT provider.
• Assist with new hire workstation setup and general office onboarding needs.
• Coordinate internal and external lunches, including catering orders and dietary requirements.

Executive & Administrative Support

• Manage and coordinate complex calendars for 2–3 executives and one investment analyst.
• Schedule internal and external meetings and ensure meeting logistics are properly arranged.
• Coordinate travel logistics and ensure all details are accurately reflected on calendars.
• Assist with expense reconciliation.
• Provide additional administrative support and handle ad hoc requests as needed.

Events & Team Support

• Plan and execute firm-wide events, including holiday gatherings, team offsites, happy hours, client and investor events, and recurring all-hands meetings.
• Manage venue selection, catering, vendor contracts, invitations, RSVPs, budgets, and day-of logistics.
• Partner with leadership to ensure events align with firm priorities and manage post-event expenses and feedback.
• Build strong relationships across the office and proactively identify ways to support the broader team.
• Help foster a positive, organized, and collaborative office environment.

Qualifications

• Bachelor's degree required.
• 2–4+ years of experience in an Administrative Assistant, Office Manager, Office Coordinator, or similar role.
• Financial services experience is a plus.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage high-volume scheduling, logistics, and communication.
• Proactive approach with the ability to anticipate needs and prioritize competing responsibilities.
• Strong interpersonal and communication skills.
• Collaborative, team-oriented attitude with a genuine interest in supporting colleagues and contributing to the overall office environment