Office Coordinator

Jobtailor; New York (NY); On-site; USD 70,000 - 105,000; Full time

Job summary

Jobtailor in New York is seeking an experienced Executive Assistant to provide high-level administrative and operational support to the Sr. VP of Sales and the Sales Management team.

You will manage calendars, schedule meetings, prepare agendas and materials, and record follow-up items. You will also coordinate travel, prepare reports and correspondence, organize files, and act as a liaison with regional sales directors and other partners.

Qualifications

• Associate’s degree or equivalent experience preferred.
• Minimum of 5 years of progressively responsible administrative/office coordination or executive support experience.
• Strong typing skills, minimum 50 wpm, with high accuracy.
• Ability to convey information effectively by phone, email, and other channels.
• Advanced PC/office tech skills; proficient with MS Word/Excel/PowerPoint/Outlook.
• Proficient user of Copilot and AI-related tools.
• Ability to work independently, manage priorities, and meet deadlines in a fast-paced environment.
• Strong organizational, analytical, problem-solving and follow-through skills.

Responsibilities

• Provides advanced administrative and operational support to the Sr. VP of Sales, Directors of Sales and Sales Management team.
• Manages calendars, schedules appointments, coordinates meetings, prepares agendas and materials, and tracks follow-up items.
• Coordinates, prepares and distributes reports, correspondence, memos, presentations and other documents.
• Serves as liaison between Sales Management, Regional Directors, Recruiting Sales Managers and other partners.
• Coordinates travel arrangements, meeting logistics and expense vouchers.
• Receives and screens calls, emails, letters and visitors; responds to routine and non-routine requests.

Skills

Advanced administrative support

Strong typing

Communication skills

Attention to detail

Initiative

Team collaboration

Problem-solving

Education

Associate’s Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Copilot

AI-Related Tools

Job description

• Provides advanced, confidential administrative and operational support to the Sr. VP of Sales, Directors of Sales and Sales Management team.
• Manages calendars, schedules appointments, coordinates meetings, prepares agendas and materials, and records follow-up items.
• Coordinates, prepares and distributes reports, correspondence, memos, presentations, special reports and other documents.
• Serves as a liaison between Sales Management, Regional Directors, Recruiting Sales Managers, and other business partners.
• Coordinates travel arrangements, meeting logistics and expense vouchers as requested.
• Receives and screens telephone calls, emails, letters and visitors; responds to routine and non-routine requests for information.
• Organizes and maintains electronic files, records, correspondence and Sales Management materials in accordance with established procedures.
• Organizes and expedites the flow of work, reports, requests and communications through the Sales Management office.

Requirements

• Associate’s degree or equivalent experience is preferred.
• Minimum of 5 years of progressively responsible administrative, office coordination or executive support experience, preferably supporting sales leadership, field operations, Sales Management or a comparable business function.
• Strong typing skills, with a minimum of 50 words per minute and emphasis on accuracy.
• Ability to effectively obtain and convey information by telephone, email, voicemail and other communication tools.
• Advanced PC and office technology skills, including demonstrated proficiency with Microsoft Word, Excel, PowerPoint, Outlook and related systems used to prepare reports, track information, coordinate schedules and manage communications.
• Proficient user of Copilot and other AI-related tools.
• Ability to work independently with minimal direction, manage competing priorities, anticipate needs, take initiative and maintain accuracy in a fast-paced, deadline-driven environment.
• Strong organizational, analytical, problem-solving and follow-through skills, with high attention to detail and the ability to maintain confidential information.
• Ability to deliver quality service and meet established deadlines.
• Ability to work in a team environment and willingly share knowledge with other associates.
• Ability to provide seamless, trustworthy, attentive and resourceful (S.T.A.R.) customer service and deliver exemplary customer experience.

Core Competencies

Demonstrates advanced administrative and operational support capabilities, with proficiency in Microsoft Office Suite and strong organizational skills to manage schedules, communications, and confidential information effectively.

Highest-signal resume keywords

• Advanced Administrative Support
• Microsoft Word Proficiency
• Microsoft Excel Proficiency
• Strong Typing Skills
• Customer Service Excellence

ATS Optimization Keywords

Hard Skills

• Office Coordination
• Report Preparation
• Calendar Management
• Meeting Coordination
• Data Entry
• Document Management
• Expense Management
• Travel Coordination
• Analytical Skills
• Problem-Solving Skills

Soft Skills

• Attention to Detail
• Team Collaboration
• Communication Skills
• Initiative
• Time Management

Certifications & Qualifications

• Associate’s Degree

Industry Keywords

• Sales Management
• Executive Support
• Field Operations
• Confidential Information
• Customer Experience

Tools & Technologies

• Microsoft PowerPoint
• Microsoft Outlook
• Copilot
• AI-Related Tools