Operations Coordinator/Executive Assistant

Beacon Hill; New York (NY); On-site; USD 77,000 - 94,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Leave programs

Job summary

Beacon Hill is assisting a venture capital firm in Union Square by recruiting an Operations Coordinator/Executive Assistant. The role blends office operations management with high-level calendar, travel, and personal support for senior leadership.

The ideal candidate balances proactive organization with discretion, handles confidential matters, coordinates events and vendor relations, and maintains a professional, welcoming office environment on site five days a week.

Qualifications

• Office operations experience
• Executive support experience
• Strong calendar and travel planning
• Vendor coordination and event planning
• Discretion with confidential information

Responsibilities

• Oversee office operations and inventory management
• Coordinate with vendors and building management (HVAC, etc.)
• Order meals and catering for employees and guests
• Plan and execute internal events, meetings and functions
• Provide executive/personal assistant support to senior leadership
• Manage calendars, scheduling, travel arrangements, expenses
• Handle confidential information with discretion and support ad hoc projects

Skills

Office operations

Executive support

Calendar management

Travel arrangements

Vendor coordination

Event planning

Discretion handling confidential info

Job description

Our client, a successful venture capital firm located in Union Square, is seeking a Temp-to-Perm Operations Coordinator/Executive Assistant. This highly visible role is responsible for ensuring the smooth day-to-day operation of the office while providing executive and personal support to senior leadership. Reporting directly to the Operations Manager/Executive Assistant, this individual will serve as a key point of contact for employees, clients, and guests, helping to create a welcoming and professional office environment.

Responsibilities include overseeing office operations, managing inventory and supplies, coordinating with vendors and building management (including facilities partners such as HVAC), ordering meals and catering for employees and guests, and ensuring the office is organized and running efficiently. The position will also take ownership of planning and executing internal events, meetings, and special functions, including vendor coordination, logistics management, catering, and onsite event support.

In addition, this role will provide executive and personal assistant support to senior leadership, including calendar management, scheduling meetings and appointments, coordinating travel arrangements and itineraries, processing expenses, managing personal appointments and errands as needed, handling confidential information with discretion, and assisting with ad hoc projects. The ideal candidate is proactive, resourceful, highly organized, and thrives in a fast-paced, client-facing environment while balancing multiple priorities.

This role requires 5 days onsite, Monday through Friday, 9:00 AM to 6:00 PM with a one-hour lunch break. Salary is up to $85,000

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.