Executive Office Coordinator

teamwass; Massachusetts; On-site; USD 55,000 - 85,000; Full time

Job summary

THE-TEAM is seeking an Executive Office Coordinator to manage daily office operations and provide high-level administrative support. You will organize schedules, coordinate travel, prepare reports, and assist with presentations under executive direction.

The role requires a Bachelor's degree and 2+ years supporting senior leaders, with strong MS Office skills, discretion, and the ability to work under pressure in a fast-paced environment.

Qualifications

• Bachelor's degree required, plus relevant administrative experience.
• Experience supporting senior executives preferred.
• Strong written and verbal communication abilities.
• Proven discretion with confidential information.
• Proficiency in Microsoft Office and standard office equipment.

Responsibilities

• Oversee day-to-day office operations and maintain an organized workplace.
• Coordinate administrative activities, scheduling, and reports.
• Prepare expense reports, travel arrangements, and meeting agendas.
• Provide executive administrative support and gatekeeper functions.
• Assist with presentations, documents, and internal communications.
• Support HR onboarding and office operations to sustain culture.

Skills

Communication skills

Organization skills

Discretion and judgment

Ability to work under pressure

Education

Bachelor's Degree

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Adobe Reader

Job description

THE-TEAM operates at the epicenter of sports, music and entertainment, serving talent, brands and properties on a global scale. NEXT GEN-TEAM connects brands with the next generation of consumers. From high school to college and into young adult life, the team takes an audience-first approach, using unrivaled access to understand the passions and interests of these consumers, generate ideas that resonate, and deliver hyperlocal, culturally relevant engagement at scale. NEXT GEN-TEAM's integrated approach allows clients to understand and engage with Gen Z and Millennial consumers through custom research, peer-to-peer, social and digital, experiential, media, and community integration strategies.

Headquartered in Los Angeles, THE-TEAM's presence spans 28 countries and more than 70 cities, including New York, London, Abu Dhabi, Amsterdam, Hong Kong, Madrid, Mexico City, Toronto, Paris and Sydney. For more information, please visit the.team .

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 c