Office & Executive Experience Coordinator

Job Description

Job Description

Purpose of Position: 

The Office & Executive Experience Coordinator plays a central role in shaping the daily experience of the bank’s New York headquarters. This position blends front office hospitality, executive support, meeting and event coordination, and office experience management—serving as both the face of the organization and a key support partner to senior leadership.

This individual ensures the headquarters operates smoothly, feels welcoming, and reflects the bank’s high standards of professionalism. The ideal candidate is polished, proactive, service-oriented, and deeply attentive to detail, with a natural ability to create calm, order, and hospitality in a dynamic environment.

Essential Job Functions:

Hospitality & Guest Experience

• Serve as the primary host for board members, clients, partners, and visitors, delivering a warm, professional, and seamless welcome.
• Maintain the reception, lobby, and shared spaces to ensure an organized, refined, and inviting office environment.
• Manage the main phone line and general inquiries with courtesy, discretion, and promptness.
• Provide thoughtful guest touches and ensure meeting experiences feel intentional and well-prepared.

Executive Support & Coordination

• Support a select number of senior executives and board members with calendar management, travel coordination, reservations, and logistics.
• Arrange flights, accommodations, ground transportation, and itineraries with a concierge-level approach.
• Prepare briefing materials, meeting summaries, and expense reports with accuracy and confidentiality.
• Partner closely with the CEO’s Executive Assistant to provide coordinated, high-quality leadership support.

Event & Meeting Operations

• Coordinate board meetings, leadership offsites, executive sessions, and internal culture events.
• Oversee conference room scheduling and ensure flawless setup of A/V, catering, room layouts, and hospitality elements.
• Liaise with catering, florals, audio-visual support, building services, and other event-related vendors.
• Provide on-site support during business hours, with occasional early mornings or evenings for special events.

Office & Facilities Management

• Monitor office and kitchen supply levels and place timely orders.
• Maintain day-to-day organization and readiness of workspaces, common areas, and meeting environments.
• Serve as liaison to building management, maintenance personnel, and external service providers.
• Ensure the headquarters reflects the institution’s culture of excellence, care, and professionalism.

Knowledge, Skills and Experience Requirements:

• 3+ years of experience in hospitality, guest services, office management, executive assistance, or a similar client-facing professional support role; experience in financial services or corporate environments preferred (bank policies – T&E and perquisites).
• Strong organizational, communication, and interpersonal skills with a polished and service-driven presence.
• Proficiency with Microsoft Office Suite and Outlook; familiarity with travel and expense systems (e.g., Concur, Navan) is a plus.
• Demonstrated ability to multitask in a fast-paced environment with discretion, confidentiality, and sound judgment.
• Must be available for full-time, on-site presence at the New York headquarters.

Key Attributes

• Warm, poised, and professional demeanor
• Hospitality-first mindset with genuine care for the guest and employee experience
• Proactive, anticipatory, and resourceful problem solver
• Exceptional attention to detail and pride in maintaining high standards
• Graceful under pressure and adaptable in a dynamic environment
• Trustworthy, discreet, and confident engaging with senior leadership

Our job titles may span more than one career level. The starting base salary for this role is between $60,000 – $70,000. The actual base pay is dependent upon many factors, such as: training, transferrable skills, work experience, business needs and market demands. The base pay range is subject to change and may be modified in the future.

Amalgamated Bank is an Equal Opportunity and Affirmative Action Employer, Minorities / Females / Individuals with Disability / Veterans. AmeriCorps, Peace Corps and other national service alumni are encouraged to apply. View our Pay Transparency Statement. Submission of a resume or any information regarding your qualifications does not constitute a promise or offer of employment. At Amalgamated Bank, we consider an applicant to be someone who has interviewed at least once, in person, with the hiring manager. Amalgamated Bank does not sponsor applicants for work visas.

Hybrid Work Model 
Effective February 18, 2025, employees in office-based positions will be working a Hybrid work schedule consisting of three days or more, on-site per week, Monday - Thursday, although the specific days may vary by site or organization, with Friday designated as a remote-working day, unless business critical tasks require an on-site presence. This Hybrid work model does not apply to, and daily in-person attendance is required for, the contact center, branch service roles, and general services where the work to be performed is located at a Company site; positions covered by a collective-bargaining agreement (unless the agreement provides for hybrid work); or any other position for which the Company has determined the job requirements cannot be reasonably met working remotely. Please note, this Hybrid work model guidance does not apply to roles that have been designated as “remote”.