Executive Coordinator + Office Manager

Job Description

Job Description

Executive Coordinator + Office Manager  — Job Description

Job Title: Executive Coordinator + Office Manager

Location: New York, NY 

Reports to: Advisory Executive 

About Becca

Becca stands at the intersection of what people eat, where they stay, and what they buy, with nearly two decades of success generating relevance, reputation, and revenue for some of the best brands in the world. With offices in New York, Los Angeles, and London, our agency has been recognized by the New York Observer’s "50 Most Powerful PR Firms" and by Forbes as one of the "Best PR Agencies in America."

We believe in being a force for good; we believe that good communication can change the world, and we believe that a meal among friends is one of life's greatest pleasures.

The Role

We are looking for an Office Manager + Executive Coordinator who is ready to dive into the world of hospitality, restaurants, and lifestyle communications. In this role, you will serve as an essential part of office life and culture, helping to manage our workspace and work alongside our senior executive team to streamline client relationships and new business. You will work closely on team-culture initiatives, priority scheduling and managing workflow. Through account work, you’ll drive key communications with some of the most visible stakeholders in our industry and will do so with poise, clarity and respect. 

Key Responsibilities

• Work alongside the Senior Advisory Executive to coordinate all of the CEO's meetings, calendar and travel; liaise with staff to schedule and prep for all engagements.
• Prepare meeting materials–agendas, recent press, background information, social handles, etc and provide reminders as needed.
• Facilitate any personal errands, as requested.
• Track CEO's AmEx charges/expenses and report monthly, via Expensify.
• Streamline communication flow between CEO and staff; draft bi-weekly email sharing important client + agency news.
• Handle client + personal gifting requests. 

Office & Operations Management 

• Day-to-day management of the agency’s administrative + operational infrastructures –  IT (hardware and software), facility, administration, communication flow between team + CEO/President, onboarding/offboarding etc.
• Communicate and coordinate with vendors (e.g., building superintendent, HVAC, electrician, cleaner, etc.) to ensure a seamless work environment. 
• Coordinate team travel and logistics, as needed.
• Manage catch-all agency inboxes; triage, respond and route inquiries to relevant team members with discretion. 
• Track Becca office + team-wide expenses; submit monthly reports via Expensify.
• Maintain office supplies and snacks; place Amazon/Fresh Direct orders + ensure public spaces are tidy and welcoming.
• Manage distribution of mail, office keys and conference room presentation.
• Organize and execute in-office events such as Lunch & Learn lunches, happy hours, staff birthdays and team celebrations / outings.

Requirements

• A genuine interest in hospitality and a passion for our roster of clients
• Strong writing, communication, and organizational skills

Benefits & Perks

• Comprehensive medical insurance
• New business commissions
• Retirement plan / profit-share contributions
• Hybrid work model (Mo flex, Tu-Th office, Fri remote)
• Summer Fridays
• Wellness days
• Paid family leave
• 401K

Salary

• $50K

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