Office Operations Coordinator

Career Group; New York (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

Career Group is seeking a polished Office Operations Coordinator for a prestigious investment management firm in Midtown Manhattan. The role blends administrative support with office management, hospitality, and team culture, supporting executives and maintaining a highly organized, welcoming environment.

Responsibilities include calendar management for 2-3 executives and an analyst, domestic and international travel, front desk operations, vendor relations, and ensuring smooth day-to-day office

Qualifications

• 2-4+ years of professional experience in an Administrative Assistant, Office Manager, Office Operations, or similar role.
• Prior experience in a corporate environment required; financial services experience is strongly preferred.
• Exceptional organizational skills and attention to detail, with the ability to manage competing priorities in a fast-paced environment.
• Strong interpersonal and communication skills, with a warm, professional, and service-oriented approach.
• A proactive, resourceful mindset and willingness to take ownership of responsibilities both big and small.
• Flexibility to accommodate occasional early mornings, deliveries, events, and evolving office needs.

Responsibilities

• Manage complex calendars and scheduling for 2-3 executives and one Investment Analyst, including meeting coordination, preparation, and logistics.
• Coordinate domestic and international travel arrangements, ensuring all details are accurately reflected on calendars.
• Provide administrative support to senior leadership, including document preparation, expense reconciliation, and ad hoc requests.
• Oversee daily office operations, including front desk coverage, vendor relationships, facilities coordination, IT requests, supply ordering, and workspace upkeep.
• Welcome guests and visitors, coordinate conference room setups, and ensure a seamless, hospitality-focused office experience.
• Manage pantry inventory, catering, internal and external lunches, and incoming mail and deliveries.
• Plan and execute firm-wide events, including team gatherings, happy hours, holiday celebrations, offsites, and client and investor events.
• Proactively identify opportunities to enhance office culture, strengthen team morale, and improve day-to-day operations.

Skills

Calendar management

Travel coordination

Office operations

Vendor management

Hospitality

Event planning

Tools

MS Office

Job description

Our client, a prestigious investment management firm, is seeking a polished, proactive, and personable Office Operations Coordinator to support a team of executives while overseeing day-to-day office operations. This is an excellent opportunity for a highly organized, hands-on professional who enjoys balancing administrative support with office management, hospitality, and team culture

Location: Midtown Manhattan (Park Avenue & 30th Street)

Hours: Approximately 7:45/8:00 AM - 6:00 PM, with flexibility as needed

Compensation: $100,000-$125,000 base salary + OT + disc. Bonus

Key Responsibilities

• Manage complex calendars and scheduling for 2-3 executives and one Investment Analyst, including meeting coordination, preparation, and logistics.
• Coordinate domestic and international travel arrangements, ensuring all details are accurately reflected on calendars.
• Provide administrative support to senior leadership, including document preparation, expense reconciliation, and ad hoc requests.
• Oversee daily office operations, including front desk coverage, vendor relationships, facilities coordination, IT requests, supply ordering, and workspace upkeep.
• Welcome guests and visitors, coordinate conference room setups, and ensure a seamless, hospitality-focused office experience.
• Manage pantry inventory, catering, internal and external lunches, and incoming mail and deliveries.
• Plan and execute firm-wide events, including team gatherings, happy hours, holiday celebrations, offsites, and client and investor events.
• Proactively identify opportunities to enhance office culture, strengthen team morale, and improve day-to-day operations.

Qualifications

• 2-4+ years of professional experience in an Administrative Assistant, Office Manager, Office Operations, or similar role.
• Prior experience in a corporate environment required; financial services experience is strongly preferred.
• Exceptional organizational skills and attention to detail, with the ability to manage competing priorities in a fast-paced environment.
• Strong interpersonal and communication skills, with a warm, professional, and service-oriented approach.
• A proactive, resourceful mindset and willingness to take ownership of responsibilities both big and small.
• Flexibility to accommodate occasional early mornings, deliveries, events, and evolving office needs.

Ideal Candidate

The ideal candidate is an upbeat, personable, and highly resourceful professional who takes pride in creating a welcoming, well-run office. This individual anticipates needs, takes initiative without waiting to be asked, and enjoys serving as a central point of contact for both executives and colleagues. Someone who brings a genuine interest in hospitality, team engagement, and building a positive office culture will thrive in this role.