Operations Coordinator

Job Summary & Objectives

The Operations Coordinator is responsible for providing high-level administrative support to the Global Real Estate & Workplace Strategy (GREWS) function, ensuring the smooth operation of office and administrative functions and support to the Director, Head of Global Real Estate and Workplace Strategy.

This position is ideal for a highly motivated professional who enjoys combining executive support, project coordination and operational management to drive organizational success.

Essential Job Duties & Responsibilities

Executive Support

• Provide executive support to the Director including but not limited to coordinating complex calendar schedules, troubleshooting calendar conflicts and prioritizing important meetings.
• Coordinate and arrange domestic and international travel including hotel accommodation.
• Schedule daily, weekly and monthly meetings, which include coordinating time zones, identifying participants, setting up Team Calls and reserving conference rooms as necessary.
• Draft, edit and manage correspondence, communications and executive-level documentation.
• Manage and process expenses and departmental invoices. This includes but is not limited to NY construction, Con Edison, insurance and invoices from various vendors.
• Interface with corporate executives, attorneys, and vendor clientele.
• Handle sensitive corporate and personal information with the utmost discretion and sound judgement.

Operations Coordination

• Support daily business operations and administrative functions.
• Schedule daily, weekly and monthly meetings, which include coordinating time zones, identifying participants, setting up Team Calls and reserving conference rooms as necessary for GREWS Associate Directors
• Coordinate and arrange domestic and international travel including hotel accommodation for GREWS associate directors
• Develop and maintain operational procedures, documentation and process improvements.
• Serve as point of contact to various department personnel and vendors providing information and resolving administrative and workflow issues in accordance with management directives.
• Monitor and respond to various Operations Department requests to ensure timely follow-up and completion of tasks.
• Assist with resource planning and workplace initiatives as needed.
• Coordinate and manage yearly CPR classes, including setting up arrangements and vendor communication.
• Coordinate and manage corporate housing arrangements as requested, including reservations, logistics and vendor communication.
• Coordinate and manage yearly blood drive in conjunction with HR and Conference Services, including setting up arrangements and vendor communication.
• Coordinate and process flower and plant requests for the firm as needed.
• Perform other duties and assist with various projects assigned.

Education

Required

• Associate’s Degree

Skills and Experience

Required

• 5-10 years of administrative experience in either financial services, legal industry or a similarly fast-paced environment preferred.
• Highly proficient in Microsoft 365, including Outlook calendar management, Excel, Word, PowerPoint, Teams and other Office applications.
• Excellent written and verbal communication skills.
• Ability to assess situations and determine appropriate actions, monitor status of multiple pending items, provide follow up and keep management informed by communicating a wide variety of information.
• Ability to collaborate seamlessly across all organizational tiers.
• Ability to work independently and on a team.
• Can organize, prioritize, plan and multi-task work activities in a high-pressure environment.

Salary Information

NY Only: The estimated base salary range for this position is $90,000 to $105,000 at the time of posting.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.