Executive Coordinator + Office Manager

Becca; New York (NY); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Comprehensive medical insurance

New business commissions

Retirement plan / profit‑share contributions

Hybrid work model

Summer Fridays

Wellness days

Paid family leave

401K

Job summary

Becca is seeking an Executive Coordinator + Office Manager in New York City. The ideal candidate will manage the CEO's schedule, oversee office operations, and facilitate communication within the team. This role offers a hybrid work model, comprehensive medical insurance, retirement contributions, and other perks. Strong writing, communication, and organizational skills are essential for success. You will play a crucial role in enhancing company culture and client relationships.

Qualifications

• A genuine interest in hospitality and a passion for our roster of clients.
• Strong writing, communication, and organizational skills.

Responsibilities

• Coordinate the CEO's meetings, calendar, and travel.
• Prepare meeting materials and facilitate personal errands.
• Manage day-to-day office operations and vendor communication.

Skills

Strong writing

Communication skills

Organizational skills

Job description

Executive Coordinator + Office Manager – Job Description

Job Title: Executive Coordinator + Office Manager

Location: New York, NY

Reports to: Advisory Executive

The Role: We are looking for an Office Manager + Executive Coordinator who is ready to dive into the world of hospitality, restaurants, and lifestyle communications. In this role, you will serve as an essential part of office life and culture, helping to manage our workspace and work alongside our senior executive team to streamline client relationships and new business. You will work closely on team‑culture initiatives, priority scheduling and managing workflow. Through account work, you’ll drive key communications with some of the most visible stakeholders in our industry and will do so with poise, clarity and respect.

Key Responsibilities

• Work alongside the Senior Advisory Executive to coordinate all of the CEO's meetings, calendar and travel; liaise with staff to schedule and prep for all engagements.
• Prepare meeting materials–agendas, recent press, background information, social handles, etc and provide reminders as needed.
• Facilitate any personal errands, as requested.
• Track CEO's AmEx charges/expenses and report monthly, via Expensify.
• Streamline communication flow between CEO and staff; draft bi‑weekly email sharing important client + agency news.
• Handle client + personal gifting requests.

Office & Operations Management

• Day‑to‑day management of the agency’s administrative + operational infrastructures – IT (hardware and software), facility, administration, communication flow between team + CEO/President, onboarding/offboarding etc.
• Communicate and coordinate with vendors (e.g., building superintendent, HVAC, electrician, cleaner, etc.) to ensure a seamless work environment.
• Coordinate team travel and logistics, as needed.
• Manage catch‑all agency inboxes; triage, respond and route inquiries to relevant team members with discretion.
• Track Becca office + team‑wide expenses; submit monthly reports via Expensify.
• Maintain office supplies and snacks; place Amazon/Fresh Direct orders + ensure public spaces are tidy and welcoming.
• Manage distribution of mail, office keys and conference room presentation.
• Organize and execute in‑office events such as Lunch & Learn lunches, happy hours, staff birthdays and team celebrations / outings.

Requirements

• A genuine interest in hospitality and a passion for our roster of clients
• Strong writing, communication, and organizational skills

Benefits & Perks

• Comprehensive medical insurance
• New business commissions
• Retirement plan / profit‑share contributions
• Hybrid work model (Mo flex, Tu‑Th office, Fri remote)
• Summer Fridays
• Wellness days
• Paid family leave
• 401K

Salary

• $50K