Executive Office Coordinator

LE001 The.Team: SME, LLC; Boston (MA); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Professional Development

Generous Time Off

Parental Leave

Retirement Plan

Healthcare

Ancillary benefits

Commuter Benefits

Job summary

THE·TEAM in Boston seeks an Executive Office Coordinator to drive smooth day-to-day operations and deliver high-level administrative support to executives. You will organize schedules, coordinate travel, prepare reports, and assist with presentations, while maintaining confidentiality and attention to detail.

You will work across office management, executive support, and culture-building activities, supporting a fast-paced, collaborative team with a strong emphasis on efficiency and hospitality.

Qualifications

• Bachelor’s Degree and 2+ years of prior experience supporting senior-level executives.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to maintain confidentiality and professionalism in all situations.
• Strong discretion, judgment and initiative for time-sensitive matters.
• Excellent verbal and written communication skills; work independently or in a team.

Responsibilities

• Oversee office operations, manage supplies, and coordinate purchases and renewals.
• Support HR with new hire processes and onboarding logistics.
• Gatekeeper for executive queries; screen calls and manage schedules and travel.
• Prepare reports, documents, and presentations; assist with meetings and agendas.
• Organize team events to reinforce company culture and values.

Skills

Verbal and written communication

Confidentiality and professionalism

Discretion and initiative

Analytical and organizational skills

Project management

Teamwork under pressure

Education

Bachelor's degree

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Adobe Reader

Job description

JOB OVERVIEW

The Executive Office Coordinator will be a core member of a high energy team. This individual will oversee day-to-day office operations, helping maintain an organized, efficient, and welcoming workplace, while also providing high-level executive administrative support. This person must be proactive in communication and demonstrate attention to detail. Responsibilities include organizing, scheduling, and coordinating administrative activities. Under the direction of executive management, this position also prepares reports, processes business travel expense reports, and assists with presentations and meeting agendas.

WHAT YOU'LL DO

Office Management

Oversee general condition of office and common area upkeep standards are met, according to established policies & procedures. (i.e., cleanliness, organization). Analyze office expenditures and make cost-saving efforts & ordering of major purchase items: furniture, equipment, etc. in coordination with Corporate Operations. Oversee renewal of equipment contracts managed in-house, as directed. Assist HR and Corporate Operations with new hire process: seat assignments for new hires, issue key fobs & keys, etc. Reconcile incoming invoices/proposals/quotes: supplies, misc. repairs, etc. Maintain office services by organizing office operations and procedures. Monitor and maintains office supplies inventory, ensuring common areas are sufficiently stocked. Liaison for building maintenance and management to maintain facilities operations. Coordinate office social events and team activities that support company culture and values.

Executive Support

Serve as gatekeeper for incoming queries for executives; answer, screen, and direct incoming telephone calls ensuring a high level of professional customer service and confidentiality. Coordinate and prioritize executive daily schedules; arrange meetings and conferences, act as a liaison between employees, clients, and executives. Schedule appointments, coordinate on and off-site meetings and special events, make travel arrangements. Interface with high-level administrators within/outside the company requiring considerable discretion and judgment related to case and time sensitive matters. Plan travel itineraries, coordinate related arrangements, gather information and determine and negotiate complex scheduling issues; prepare expense reports. Prepare documents and presentations under the supervision of executive management for meetings, including formatting and presentation layout. File and retrieve documents and reference materials. Prepare invoices, reports, memos, letters, and other documents, using Word, Excel spreadsheets, or presentation software. May be privy to sensitive material, including establishing and maintaining confidential files. Open, sort, and distribute incoming correspondence. Conduct research, collect and analyze data to prepare reports for the benefit of executives’ review. Contribute to team effort by undertaking other special projects as requested.

Team Culture

Contribute to agency culture by building positive internal relationships and bringing enthusiasm to day-to-day interactions and responsibilities. Help foster a collaborative, productive, and transparent work environment. Perform other duties as assigned.

WHAT WE'RE LOOKING FOR

• Bachelor’s Degree and 2+ years of prior experience supporting senior-level executives.
• Highly proficient in Microsoft Outlook, Excel, Word, Power Point, Adobe Reader and standard office equipment.
• Ability to maintain confidentiality and professionalism in all situations.
• Ability to exercise discretion, sound judgment and significant initiative.
• Excellent verbal and written communication skills.
• Strong analytical, organizational, and project management skills.
• Ability to work independently and as a team, under pressure, and to meet tight deadlines.
• Due to the nature of the position, some after-hours coordination of schedules and travel may periodically arise.
• Polished, confident, and upbeat personality.
• Ability to collaborate and build credibility across all levels of the organization.
• Proven track record of successfully managing upwards.

Base salary range: $60-65K, plus bonus potential if applicable for role. Actual base salary is dependent on several factors including but not limited to; market dynamics, location and region, experience, specialized skills/training (education), level of responsibility, budgetary considerations, tenure at the company (for current employees), etc. The salary range listed is just one component of the total compensation package for employees. Compensation decisions are dependent on circumstances of each role.

WHAT WE OFFER

• Professional Development: Take advantage of our learning and development programs, mentorship opportunities, and career advancement support.
• Generous Time Off: Enjoy generous paid time off and holiday allowances to recharge and spend time with loved ones.
• Parental Leave: We provide paid parental leave to support your family during important life events.
• Retirement Plan: 401k plan including contribution matching.
• Healthcare: Medical, dental, vision, FSA/HSA, life and disability coverage options.
• Ancillary: Critical illness, identity protection, pet insurance, 529 plans and more
• Commuter Benefits: Access support for travel and commuting needs, where available

THE·TEAM does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits. THE·TEAM is proudly an equal opportunity employer. We are always searching for the most passionate and talented people from all backgrounds and experiences to join us. More than 20 years into our evolution, we continue to expand our global reach and capabilities to serve clients across sports, music and entertainment. We are committed to making a meaningful impact across key areas of inclusion, community service and sustainability — not only for our employees, but for clients and the industry at large.

THE·TEAM is a leading global sports, music and entertainment company. Led by intelligence, ideas and influence, we provide representation and marketing services to talent, brands and properties.