What are the responsibilities and job description for the Office & Executive Coordinator position at flourish?
Since 2017, Flourish has been on a mission to help financial advisors evolve from holistic advice to holistic implementation to better serve their clients and grow their businesses. We focus on independent Registered Investment Advisors (RIAs), delivering financial products that advisors can’t easily access today through beautiful, scalable, and easy-to-use technology.
Today, we work with over 1,100 RIAs that collectively represent more than $2.6T in assets under management across two products: Flourish Cash and Flourish Lending. Headquartered in New York City, we are an independently-operating, wholly-owned subsidiary of MassMutual Life Insurance Company.
Read on if you are interested in joining a dynamic, highly-collaborative, rapidly-growing startup—backed by the support and stability of a Fortune 500 company.
About You
You’re the kind of person who naturally notices what needs doing and jumps in to help. Instead of waiting for directions, you enjoy figuring things out on the fly and clearing roadblocks before anyone else even notices them. On the EA side, you’re the calm in the storm—handling crazy schedules, last-minute travel changes, and sensitive info with caution. On the office side, you genuinely care about the vibe of the workspace, whether that means keeping the office stocked and safe or welcoming guests with a smile.
You’re a natural connector who can chat with anyone. You take pride in the details that make a workplace feel like a community—whether you’re planning a team outing, putting together awesome welcome swag for a new hire, keeping the kitchen stocked with the good snacks, or sorting out event logistics. Simply put, your organizing wizardry and positive energy are what keep our team and office running smoothly.
About the Role
We are looking for a high-energy, detail-oriented, and proactive Office & Executive Coordinator to join our team. This is a unique role that is 50% Executive Assistant (EA) supporting our Executive team and 50% Office Manager.
You will be the heartbeat of our office, ensuring our day-to-day operations run flawlessly while providing elite administrative support to our executive leadership team. This is a full-time, in-office position supporting a vibrant team of ~115 people (with roughly 100 working in our New York office daily).
If you are a master multitasker who loves creating a welcoming environment and can seamlessly pivot from managing a CEO’s calendar to restocking the cold brew, we want to hear from you.
Principal Responsibilities
Executive Support (50%)
- Gatekeeping & Communication: Act as a professional liaison between executives and internal/external stakeholders, with polished, effective communication, handling confidential information with total discretion.
- Calendar Management: Proactively manage, prioritize, and optimize complex calendars for designated executives, navigating scheduling conflicts with perseverance.
- Travel Coordination: Arrange end-to-end travel, including flights, hotels, ground transportation, and detailed itineraries.
- Expense Management: Track, compile, and submit monthly expense reports for executives in a timely and accurate manner.
Office Management & Culture (50%)
- Front Desk & Hospitality: Act as the first point of contact for the office. Warmly greet and register visitors, clients, and candidates, ensuring a stellar first impression.
- Daily Office Operations: Maintain a clean, organized, and fully functional office environment. This includes brewing morning coffee, loading/unloading dishwashers, and tidying common areas/conference rooms throughout the day.
- Inventory & Vendor Management: Keep the office fueled by ordering, receiving, and stocking snacks, beverages, and office/kitchen supplies. Manage relationships with building management and local vendors (cleaning, catering, IT support).
- Mail & Logistics: Handle incoming and outgoing mail, packages, and couriers.
- Team Culture Support: Assist in planning and executing internal office events, happy hours, team lunches, and celebrations.
Qualifications
- 2 years of experience in an administrative, office management, or executive assistant role—ideally in a fast-paced or growing company.
- Elite organizational skills and the ability to juggle multiple competing priorities without dropping the ball.
- Exceptional verbal and written communication skills; you are professional, clear, and possess high emotional intelligence. You are polished and concise in your messaging to the team and on behalf of executives.
- A "no task is too small" attitude. You are resourceful and a natural problem-solver who anticipates needs before they arise.
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets), as well as expense management and travel booking tools (Concur).
- Ability to be on your feet, lift/move boxes of snacks or office supplies (up to 25 lbs), and maintain high energy throughout the day.
- The role is an in-office position Monday through Friday.
- Due to the nature of this position, as part of the background check process, candidates must be able to pass a fingerprint background check to qualify as a fingerprinted person under FINRA. For roles requiring registration, additional regulatory screenings may apply, including a review of Form U5 disclosures and other relevant licensing information.
Preferred Qualifications
- Bachelor’s Degree
- Notary Public
At Flourish, we focus on ensuring fair, equitable pay by providing competitive salaries, along with bonus and incentive opportunities and benefits for all employees.
Base Salary Range: $73,000 - $92,000 plus bonus
Disclosures:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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