Office Coordinator

ExaCare AI; New York (NY); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Flexible PTO

Health coverage

HSA

Startup culture

Employee discounts

Job summary

exacare ai is seeking an Office Coordinator to support our New York City team. You will oversee day-to-day office operations, manage the WeWork space, and help create culture-building events as we grow our team over the next year.

This is an in-office role 4 days per week. You will own event planning for the NYC office, manage internal communications about upcoming events, maintain a welcoming office environment, and survey the team on preferences.

Qualifications

• 1-2 years of assistant/office coordination or other operational experience in a fast paced environment.
• Stellar organizational skills - you juggle many moving parts without dropping the ball.
• You thrive in an ambiguous environment and love building structure.
• Clear, empathetic communication style that builds trust with colleagues.

Responsibilities

• Own the planning and coordination of monthly socials for the New York office team.
• Send internal communications about upcoming events to build excitement and keep the team in the loop.
• Decorate and maintain a welcoming office environment for daily culture (not just events).
• Survey the team periodically on event preferences and interests.
• Be the first point of contact for office-related questions and requests.
• Order and stock office supplies, ensuring workspaces are always well-equipped.
• Lead the snack program, keeping the team fueled and spaces replenished.
• Provide front-of-office support, welcoming guests and candidates.
• Communicate office updates across the Vancouver, New York, and Toronto offices.
• Keep the office organized, stocked, and running smoothly day to day.
• Coordinate deliveries with the Toronto office and manage outgoing mail/shipments.

Skills

Office coordination

Event planning

Communication

Organizational skills

Startup experience

Job description

We're looking for an Office Coordinator to join our New York City team and serve as the backbone of our fast-scaling organization. You'll manage day-to-day office operations, oversee our WeWork space, and help create memorable culture-building events as we grow our headcount over the next year. This role is in-office 4 days per week.

What you'll do

• Own the planning and coordination of monthly socials for the New York office team
• Send internal communications about upcoming events to build excitement and keep the team in the loop
• Decorate and maintain a welcoming office environment for daily culture (not just events)
• Survey the team periodically on event preferences and interests

Office Management

• Be the first point of contact for office-related questions and requests
• Order and stock office supplies, ensuring workspaces are always well-equipped
• Lead the snack program, keeping the team fueled and spaces replenished
• Provide front-of-office support, welcoming guests and candidates
• Communicate office updates across the Vancouver, New York, and Toronto offices
• Keep the office organized, stocked, and running smoothly day to day
• Coordinate deliveries with the Toronto office and manage outgoing mail/shipments

What you'll bring

• 1-2 years of assistant/office coordination or other operational experience in a fast paced environment
• Stellar organizational skills - you juggle many moving parts without dropping the ball.
• You thrive in an ambiguous environment and love building structure
• Clear, empathetic communication style that builds trust with colleagues.

Nice-to-Haves

• Event-planning or culture-committee experience.
• Experience in a startup environment
• Competitive salary and equity in a high-growth startup
• Flexible PTO, take what you need
• Medical, dental, and vision coverage, including a health spending account
• Great startup culture, including company off-sites
• Work perks: Discounts at Othership and more to come!

Only the best belong here

• We are unapologetic about talent. This should be the best team you have ever been on. Protecting that standard is how we honor each other’s time, ambition, and craft.

We work even harder to keep our partners than we did to earn them initially

• The work does not stop when a customer first onboards to our platform. It deepens over time. We partner with operators, listening and learning about real problems, and translate that into solutions that help them succeed in practice. We earn trust through consistent delivery.

We keep the patient downstream of every decision

• At the end of the day, this is about the patient. We get there by deeply respecting and reflecting on our purpose: to develop software that aids teams in delivering better care.

Raise the bar on ownership

• We grow because people here go beyond the minimum. We invest extra effort, care, and ownership into what we build.

The world is moving fast. We move faster

• This is a race. We work hard, we move early, and we stay ahead of problems and competitors. If we slow down, someone else will pass us.
• We say what’s true, early, and we keep communication direct and clean so the team can move.

Bring good vibes and win together

• We win as a team. We bring energy, support each other, and make the workplace somewhere people are excited to show up.

About exacare ai

exacare ai is a leading health tech company on a mission to build the AI operating system for post-acute care. Our platform turns messy, unstructured referral packets into clear clinical insights and next steps, so teams can make faster, safer placement decisions with less administrative burden. Today, exacare ai powers more than 2,000 facilities, and is growing rapidly.

We recently raised a $30M Series A led by Insight Partners, and are bringing world-class talent together to transform healthcare. If you like building, learning, and want to make a real impact, come join us!