Executive Admin & Workplace Coordinator

About the Opportunity:

A dynamic and highly visible leadership support role is available for a polished professional who thrives at the intersection of executive partnership, office operations, and organizational effectiveness.

This individual will serve as a trusted resource to senior leadership while helping ensure a seamless workplace experience for employees, visitors, and business partners. Success in this position requires exceptional judgment, attention to detail, strong organizational skills, and the ability to manage competing priorities with professionalism and discretion.

The ideal candidate enjoys solving problems, anticipating needs before they arise, and creating structure in a fast-moving environment.

What You'll Own:

Executive Support & Strategic Coordination

• Partner closely with senior leaders to manage schedules, priorities, deadlines, and key business activities.
• Coordinate complex calendars across multiple stakeholders and time zones.
• Prepare presentations, briefing materials, reports, meeting agendas, and executive communications.
• Manage domestic and international travel arrangements, including itineraries, accommodations, transportation, and required travel documentation.
• Track action items, follow-ups, and critical deadlines to help leadership teams stay organized and aligned.
• Prepare and process expense reports, invoices, reimbursement requests, and related documentation.
• Support budget tracking, financial reviews, and reporting activities as needed.
• Act as a central point of contact between executives, internal teams, and external partners.

Business Operations & Project Administration

• Coordinate meetings, leadership sessions, team events, off-sites, and special initiatives.
• Maintain organized records, files, and business documentation for easy retrieval and compliance.
• Assist with planning, tracking, and execution of department projects and operational initiatives.
• Monitor project milestones and provide status updates to key stakeholders.
• Identify opportunities to streamline workflows and improve administrative processes.
• Support reporting activities, business reviews, and performance tracking efforts.

Workplace & Office Management

• Oversee day-to-day office operations to ensure a productive and well-maintained workplace environment.
• Manage vendor relationships, office services, maintenance requests, equipment needs, and service agreements.
• Monitor inventory and procurement of office supplies, furniture, and workplace resources.
• Serve as a liaison with building management regarding facilities matters and office improvements.
• Partner with HR, IT, and hiring managers to support employee onboarding and offboarding activities.
• Assist with space planning, occupancy reporting, and workplace-related budgeting.
• Coordinate employee engagement activities, social events, volunteer opportunities, and culture-building initiatives.

What You Bring

• Bachelor's degree or equivalent combination of education and relevant experience.
• 4 years supporting senior leaders, executive teams, or business operations functions.
• Previous experience managing office operations, workplace services, or facilities coordination is highly valued.
• Demonstrated ability to handle confidential information with professionalism, maturity, and discretion.
• Exceptional organizational skills with the ability to balance multiple priorities simultaneously.
• Strong communication skills, both written and verbal, with a customer-service mindset.
• Advanced proficiency with Microsoft 365 tools, including Outlook, Teams, Word, PowerPoint, Excel, and SharePoint.
• Experience coordinating complex travel arrangements and executive-level meetings.
• Strong problem-solving skills and the ability to operate independently while exercising sound judgment.
• Comfortable working with individuals across all levels of an organization.
• Detail-oriented, proactive, and resourceful, with a continuous-improvement mindset.
• Willingness to adapt, learn, and contribute wherever needed.

What Sets You Apart

• You anticipate challenges before they become obstacles.
• You are known for your reliability, responsiveness, and follow-through.
• You remain calm under pressure and can pivot quickly when priorities shift.
• You take ownership, think ahead, and consistently look for ways to improve how work gets done.
• You understand the importance of discretion and professionalism when supporting senior leadership.