Executive Workplace Experience Lead

Horizontal Talent; San Francisco (CA); On-site; USD 77,000 - 131,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement plan

Job summary

Horizontal Talent is seeking a detail-oriented Scheduling and Front Desk Coordinator to support a high-traffic executive business center in San Francisco. You will manage calendars, coordinate room setups, and deliver polished service across scheduling, hospitality, and front desk support.

You will handle intake of internal meeting requests, confirm room fit, monitor daily schedules, work with Facilities, AV/IT, and Security, and ensure rooms are ready for meetings.

Qualifications

• 2–3 years of experience in scheduling, administrative support, event coordination, workplace operations, or related field.
• Experience managing a shared calendar, room booking system, or similar scheduling workflow.
• Strong organization and attention to detail with the ability to manage multiple requests and changing priorities.
• Clear written and verbal communication skills with a professional, courteous approach.
• Comfort working with executive assistants, administrative teams, and cross-functional partners.

Responsibilities

• Manage the intake and scheduling of internal meeting requests for executive business center and amenity spaces.
• Confirm room fit, timing, headcount, and setup details before placing bookings on calendars.
• Monitor schedules daily and ahead of time to identify conflicts, overlaps, and space concerns.
• Coordinate with administrative partners and workplace teams to resolve booking issues and suggest alternatives when needed.
• Prepare daily meeting schedules and communicate setup, technology, and service needs to the appropriate support teams.
• Help ensure rooms are ready before meetings begin and respond quickly to last-minute changes.
• Support event setup and breakdown, including arranging furniture, technology, and amenities according to specifications.
• Perform walkthroughs of meeting and amenity spaces, resetting rooms and restocking supplies as needed.
• Assist with programming by placing classes and sessions on the calendar and supporting classroom setup and registration.
• Maintain accurate booking notes, scheduling records, and process documentation.
• Provide backup front desk coverage when needed, including welcoming guests, issuing badges, and receiving deliveries.

Skills

Scheduling

Calendar management

Event coordination

Front desk support

Communication

Organization

Team collaboration

Google Calendar

Tools

Google Calendar

Outlook

Job description

Horizontal Talent is seeking a detail-oriented Scheduling and Front Desk Coordinator to support a high-traffic executive business center in San Francisco. You will manage calendars, coordinate room setups, and deliver polished service across scheduling, hospitality, and front desk support.

You will handle intake of internal meeting requests, confirm room fit, monitor daily schedules, work with Facilities, AV/IT, and Security, and ensure rooms are ready for meetings.