Office Operations Coordinator

Our client, a prestigious investment management firm, is seeking a polished, proactive, and personable Office Operations Coordinator to support a team of executives while overseeing day-to-day office operations. This is an excellent opportunity for a highly organized, hands-on professional who enjoys balancing administrative support with office management, hospitality, and team culture

Location: Midtown Manhattan (Park Avenue & 30th Street)

Schedule: Onsite, 5 days per week

Hours: Approximately 7:45/8:00 AM – 6:00 PM, with flexibility as needed

Compensation: $100,000–$125,000 base salary + OT + disc. Bonus

Key Responsibilities

• Manage complex calendars and scheduling for 2–3 executives and one Investment Analyst, including meeting coordination, preparation, and logistics.
• Coordinate domestic and international travel arrangements, ensuring all details are accurately reflected on calendars.
• Provide administrative support to senior leadership, including document preparation, expense reconciliation, and ad hoc requests.
• Oversee daily office operations, including front desk coverage, vendor relationships, facilities coordination, IT requests, supply ordering, and workspace upkeep.
• Welcome guests and visitors, coordinate conference room setups, and ensure a seamless, hospitality-focused office experience.
• Manage pantry inventory, catering, internal and external lunches, and incoming mail and deliveries.
• Plan and execute firm-wide events, including team gatherings, happy hours, holiday celebrations, offsites, and client and investor events.
• Proactively identify opportunities to enhance office culture, strengthen team morale, and improve day-to-day operations.

Qualifications

• Bachelor’s degree required.
• 2–4+ years of professional experience in an Administrative Assistant, Office Manager, Office Operations, or similar role.
• Prior experience in a corporate environment required; financial services experience is strongly preferred.
• Exceptional organizational skills and attention to detail, with the ability to manage competing priorities in a fast-paced environment.
• Strong interpersonal and communication skills, with a warm, professional, and service-oriented approach.
• A proactive, resourceful mindset and willingness to take ownership of responsibilities both big and small.
• Flexibility to accommodate occasional early mornings, deliveries, events, and evolving office needs.

Ideal Candidate

The ideal candidate is an upbeat, personable, and highly resourceful professional who takes pride in creating a welcoming, well-run office. This individual anticipates needs, takes initiative without waiting to be asked, and enjoys serving as a central point of contact for both executives and colleagues. Someone who brings a genuine interest in hospitality, team engagement, and building a positive office culture will thrive in this role.

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate . Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.