Administrative Assistant

Job Title: Administrative - Administrative Assistant IV

Start/End Dates: 6/23/2026 - 12/22/2026

Work Location: New York, NY

Mode: Contract

Job Description:

The Office Coordinator supports the daily operations and maintenance of the office environment, ensuring a safe, organized, and welcoming workplace for staff and visitors. This role involves proactive space management, guest services, facilities support, and assistance with office events and special projects.

Responsibilities:

• Coordinate with Corporate Security & Physical Safety on the on-site management of the alarm system and communicate any workspace-impacting notifications to the team.

• Oversee kitchen operations, including food and beverage stocking, kitchen supply stocking, cleanliness, and handling, as well as supporting team meals and events.

• In partnership with the CRE&WS Facility Coordinator, share any bathroom and conference room supplies, cleanliness, and readiness concerns; address any deficiencies promptly.

• Assist with guest management by adding visitors to the building portal, greeting and escorting early arrivals, and ensuring a positive guest experience.

• Support events and meetings through meal setup, cleanup, and coordination of facilities logistics.

• Handle office mail and packages, stationary inventory, and light errands as required; coordinate mail and package pickups.

• Set up and maintain office decorations for events and communal spaces. In partnership with the AV Support team, provide basic technical support for office equipment and AV systems.

• In partnership with the CRE&WS Facility Coordinator, monitor and adjust office conditions such as lighting, temperature, and open space setup, submitting tickets through the Service Requests (myWorkplace) portal for issues like climate control. The CRE&WS Facility Coordinator will open and follow through on tickets submitted in the landlord’s ticket system.

• Aid in special projects and initiatives as needed by the lead team.

Qualifications:

• Attention to detail and strong organizational skills.

• Experience with food handling and kitchen hygiene.

• Ability to stock kitchen supplies and manage inventory.

• Ability to perform light errands and support event logistics.

• Creative approach to decorations and presentation.

• Basic troubleshooting skills for office technology and equipment.

• Excellent communication for issue reporting, escalation, and guest interaction.

• Professional and welcoming demeanor.