Executive Assistant & Office Operations Coordinator

Executive Assistant & Office Operations Coordinator

New York, New York, United States

The Executive Administrative Assistant & Office Operations Coordinator position serves as a trusted partner to executive leadership, providing high-level administrative support to ensure priorities, schedules, and activities are managed effectively. This role proactively anticipates the needs of the Executive and their Senior Leadership Team (SLT), managing calendars, communications, and daily operations with a high degree of professionalism and discretion.

This role also oversees daily operations of the NY office.

This position reports to the Manager, Executive Administrative Assistant within Workplace Services.

This role requires an in-office schedule MondayThursday, 8:30 AM5:00 PM with a 30 min mandatory unpaid lunch break, and remote work permitted on Friday, unless needed in person.

Duties & Responsibilities

• Executive Support & Prioritization: Manage and organize the Executive's daily and weekly activities, including calendar and email inbox management. Prioritize tasks, communications, and follow-ups to ensure alignment with business needs. Anticipate executive needs and proactively adjust priorities to address changing demands. Manage sensitive and confidential information with a high level of professionalism and discretion. Exercise sound judgment in handling communications, materials, and executive interactions.
• Administrative Operations & Coordination: Oversee and maintain administrative processes, including meetings, travel arrangements, and expense management. Prepare, process, and reconcile travel and business expenses in accordance with company policy. Coordinate travel arrangements and itineraries, both domestic and international. Coordinate logistics for meetings, events, and executive activities, ensuring alignment with schedules and priorities. Ensure activities are executed efficiently and in alignment with company policies and procedures. Identify opportunities to improve administrative processes and recommend solutions.
• Office Operations & Employee Experience: Support daily office operations, including coordination of meetings, space usage, and on-site needs. Greet and assist employees, visitors, and external partners, ensuring a professional and welcoming environment. Coordinate office services, including submitting and tracking building work orders and vendor requests. Maintain office, kitchen, and hospitality inventory; ensure spaces are stocked and organized. Partner with IT to support office technology, AV equipment, and connectivity needs. Manage incoming and outgoing mail and deliveries (e.g., FedEx, USPS). Support team culture and employee experience initiatives (e.g., team events, recognition moments). Maintain awareness of and help promote office safety, emergency, and security protocols.
• Meeting & Event Management: Coordinate meeting logistics, including scheduling, materials, and preparation. Ensure executives are prepared for meetings by organizing agendas, reports, and presentations. Attend meetings as needed to capture notes, summarize key outcomes, and track action items. Plan and support offsite meetings, events, and visits, including facility and external guest coordination.
• Stakeholder Coordination & Communication: Serve as a liaison between executive leadership and internal/external stakeholders. Communicate professionally and effectively, representing the executive office in a consistent and organized manner. Maintain team distribution lists and internal contact resources. Collaborate with other Executive Administrative Assistants and cross-functional partners to support team coordination and initiatives.

Supervisory Responsibilities: This role does not have formal people leadership responsibilities but may provide guidance, mentorship, or subject matter expertise to others.

Knowledge, Skills & Abilities

• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) and virtual meeting platforms (Teams)
• Strong organizational and time management skills with attention to detail
• Ability to manage multiple priorities and competing deadlines
• Ability to manage complex scheduling and calendar coordination
• Strong interpersonal and communication skills, both written and verbal
• High level of professionalism, discretion, and confidentiality
• Experience with expense management and travel coordination
• Proactive approach with the ability to anticipate needs and solve problems
• Ability to collaborate effectively across teams and functions
• Flexibility to support business needs, including occasional work outside standard business hours

Minimum Qualifications

• High School Diploma or GED
• 5+ years of experience providing executive-level administrative support
• 3+ years experience supporting multiple leaders and/or teams
• Experience supporting senior leaders in a corporate environment
• Experience coordinating meetings, events, or cross-functional activities
• Experience with project coordination or event planning

License/Certification

• First Aid, CPR, and AED Certification. Training can be provided.

Other Requirements

• This position primarily involves sedentary work, requiring long periods of sitting, regular use of a computer, and occasional standing or walking, with reasonable accommodations available.
• Perform other functions, duties and projects as assigned
• Regular and punctual attendance

Ability to travel up to: 10% of the time

The targeted hourly rate range for this role is $40.87-52.89. Actual hourly rate may be above or below this range based on factors such as location, skills, relevant experience, operational needs, internal parity and other considerations permitted by law.

Certain roles are eligible for additional compensation such as annual bonus. These awards are allocated based on individual and company performance.

In addition to competitive pay, we offer our full-time employees the following benefits: medical, dental, vision, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, holidays, personal days, wellness incentives, tuition reimbursement among others.

Fidelity & Guaranty Life Insurance Company