Workplace Experience Specialist

Workplace Experience Specialist

The Workplace Experience Specialist helps shape an intentional, engaging, and high-performing workplace experience while ensuring day-to-day office operations run smoothly and supporting the broader priorities of the Workplace Experience team. This dynamic, highly visible individual contributor role blends employee experience, office operations, events, communications, vendor management, and special projects. Success requires strong judgment, creativity, resourcefulness, and follow-through. The Specialist is expected to recognize what needs attention, prioritize competing requests, recommend solutions, and own work through completion. They balance service with accountability, establish appropriate boundaries, and make thoughtful decisions about where time and resources will have the greatest employee and business impact.

Workplace Experience & Employee Engagement

• Own and execute workplace experience initiatives for assigned employee populations and offices, supporting firmwide priorities as needed.
• Plan and execute intentional experiences including onsite and offsite events, employee programs, celebrations, volunteer and giveback initiatives, recognition moments, and other engagement activities.
• Identify creative opportunities to improve the employee experience beyond traditional workplace programming.
• Use employee feedback and available insights to recommend improvements and evolve programming.
• Ensure initiatives are inclusive, appropriately scaled, and connected to a clear employee or business need.

Office Experience & Operations

• Maintain a workplace environment that is welcoming, functional, professional, and reflective of the company's culture.
• Manage relationships with building management, office vendors, service providers, and internal partners to address office needs, repairs, enhancements, and employee-facing concerns.
• Manage workplace supplies, amenities, food and beverage programs, and shared employee spaces while operating within established budgets, proactively addressing needs before they disrupt the employee experience.
• Support visitors and new hires with workspace readiness, building and office access, supplies, meetings, lunches, and other workplace logistics.
• Identify recurring issues or inefficient processes and recommend sustainable solutions rather than repeatedly working around the problem.
• Escalate risks, service issues, or larger workplace needs early with appropriate context and a recommended path forward whenever possible.

Communications & Culture

• Develop and execute clear, engaging internal communications, including newsletters, employee announcements, onboarding materials, event communications, recognition, and other Workplace Experience messaging.
• Identify creative ways to communicate, connect, and share information across offices, business units, and remote populations.
• Serve as a visible ambassador for company culture, values, performance expectations, and Workplace Experience initiatives.
• Help employees navigate available resources while reinforcing individual ownership, accountability, and established processes.

Program & Project Ownership

• Own assigned initiatives from concept through completion, including planning, coordination, execution, follow-up, and measurement of outcomes.
• Anticipate dependencies, next steps, and potential barriers rather than waiting for each step to be assigned.
• Effectively manage multiple projects and changing priorities while maintaining strong organization, attention to detail, and timely execution.
• Close communication loops, follow through on commitments, and confirm intended outcomes are achieved.
• Create repeatable processes, templates, documentation, calendars, and resources that improve efficiency, consistency, and scalability.
• Support special projects and evolving priorities identified by the Workplace Experience Leadership Team.

Budget & Resource Stewardship

• Operate within established budgets and make thoughtful decisions regarding company resources, employee experience, and value delivered.
• Process and reconcile expenses, invoices, purchasing, vendor payments, and supporting documentation accurately and on time, maintaining required trackers and records.
• Evaluate programs, purchases, and recurring activities for continued value and business impact.
• Identify opportunities to simplify processes, reduce unnecessary expenses, and redirect resources toward higher-impact experiences.

How This Role Is Expected to Operate

The Workplace Experience Specialist is expected to demonstrate:

Sound Judgment & Prioritization

Distinguishes urgency from importance, makes thoughtful trade-offs, and focuses time and resources where they create the greatest value.

Ownership & Follow-Through

Takes ownership of outcomes, not just individual tasks. Anticipates needs, brings solutions forward, raises risks early, and follows commitments through completion.

Service & Accountability

Helps others succeed while maintaining appropriate boundaries, clarifying ownership, and reinforcing expectations rather than absorbing responsibilities that belong elsewhere.

Creativity & Continuous Improvement

Brings fresh thinking to experiences, communications, and processes and looks for better, more efficient, and scalable ways of working.

Adaptability & Growth

Comfortably navigates changing priorities, unfamiliar challenges, and evolving expectations while seeking and applying feedback.

Measures of Success

Success in this role is demonstrated when:

• Employees experience a workplace that is welcoming, connected, functional, and engaging.
• Initiatives and operational responsibilities are executed reliably, accurately, on time, and within budget.
• Needs, risks, and dependencies are anticipated and addressed proactively.
• Leaders and teammates trust the Specialist to independently move objectives from initial direction through completion while keeping stakeholders informed.
• Workplace programs and processes continuously improve based on employee feedback, business needs, and opportunities for greater efficiency and scalability.
• The Specialist is viewed as a collaborative, resourceful, and solution-oriented partner who balances service, ownership, accountability, and responsible use of company resources.

Qualifications & Experience

• 3-5 years of relevant experience in workplace experience, employee engagement, office operations, events, hospitality, project coordination, or a related field preferred.
• Demonstrated ability to independently manage multiple projects, stakeholders, deadlines, and competing priorities.
• Strong written and verbal communication, organization, attention to detail, and interpersonal skills.
• Experience managing vendors, employee programs, budgets, expenses, and operational logistics.
• Strong problem-solving skills with the ability to evaluate needs and recommend solutions.
• Proficiency with standard business technology and the ability to quickly learn new systems and tools.
• Ability to handle sensitive or confidential information with sound judgment and discretion.
• Bachelor's degree preferred or equivalent combination of education and relevant experience.

The Person Who Will Thrive in This Role

This role is well suited for someone who enjoys variety, notices what others may overlook, and takes pride in making things better. They are comfortable making thoughtful decisions, solving problems, helping others, and taking initiative without needing every step mapped out.

Ryan Specialty is an Equal Opportunity Employer. We are committed to building and sustaining a diverse workforce throughout the organization. Our vision is an inclusive and equitable workplace where all employees are valued for and evaluated on their performance and contributions. Differences in race, creed, color, religious beliefs, physical or mental capabilities, gender identity or expression, sexual orientation, and many other characteristics bring together varied perspectives and add value to the service we provide our clients, trading partners, and communities. This policy extends to all aspects of our employment practices, including but not limited to, recruiting, hiring, discipline, firing, promoting, transferring, compensation, benefits, training, leaves of absence, and other terms, conditions, and benefits of employment.