Office & Executive Experience Coordinator

New York City, NY - USA

Yearly Salary: $ 60000 - 70000

Posted on: 16 hours ago

Vacancies: 1 Vacancy

Job Summary

Purpose of Position:

The Office & Executive Experience Coordinator plays a central role in shaping the daily experience of the banks New York headquarters. This position blends front office hospitality executive support meeting and event coordination and office experience managementserving 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 banks 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 CEOs 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 institutions 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

Required Experience:

Purpose of Position:The Office & Executive Experience Coordinator plays a central role in shaping the daily experience of the banks New York headquarters. This position blends front office hospitality executive support meeting and event coordination and office experience managementserving as both th...