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About the Role

This role is the operational backbone of our Flatiron office, managing a busy calendar, coordinating logistics, and owning the look, feel, and rhythm of the space. It's a high-trust, high-visibility role for someone energized by getting things done and taking pride in execution.

Responsibilities

• Manage a busy, shifting calendar, scheduling, rescheduling, and flagging conflicts.
• Coordinate travel end to end, including flights, accommodations, ground transport, and itineraries.
• Help manage the CEO's inbox by triaging communications, prepping meeting materials, and keeping things moving.
• Handle sensitive and confidential information with care and discretion.
• Take on ad hoc administrative tasks with good follow-through and instincts.
• Stay reachable for urgent matters and remain calm when plans shift.
• Own office operations, including vendors, supplies, maintenance, deliveries, and building relationships.
• Keep the kitchen, common areas, and shared spaces organized, stocked, and guest-ready.
• Coordinate logistics for team visitors, including meeting setup and hospitality.
• Support the planning of team events, celebrations, and in-office rituals.
• Handle new hire day-one setup and welcome experiences.
• Surprise and delight the team with thoughtful touches for birthdays and milestones.
• Help track facilities and team experience budgets.
• Continuously look for small ways to improve the space and its operational systems.

Requirements

• 1–2 years of experience in an executive support, office coordination, or operations role.
• Proven ability to juggle a busy calendar and coordinate logistics without dropping details.
• Discretion and maturity with sensitive, confidential information.
• Sharp attention to detail and a proactive approach to fixing issues.
• Genuine warmth and a love of hospitality, with creativity to make everyday moments special.
• Calm under pressure and comfortable with last-minute changes and competing priorities.
• An operator's instinct to build systems rather than repeatedly solve the same problems.
• Pride in being the person who has things handled.
• Ability to anticipate needs, such as noticing low supplies before they are mentioned.
• Satisfaction from a smoothly run day due to proactive management.
• Comfort in both nailing executive logistics and creating special moments.
• Desire to help build a place people love coming to.
• Preference for in-person work environments.

Skills

• Calendar management
• Logistics coordination
• Travel coordination
• Inbox management
• Administrative task management
• Vendor management
• Supply management
• Maintenance coordination
• Event planning support
• Budget tracking
• System improvement
• Hospitality
• Communication
• Discretion
• Problem-solving
• Adaptability

Location

• Flatiron office

Work Type

• Fully in-person
• 5 days a week

Experience Level

• 1-2 years experience