Executive Coordinator

Xo Group • New York, NY

5d • Onsite

About The Position

WHAT WE DO MATTERS: At The Knot Worldwide, we champion celebration - and that starts with celebrating our people. Our employees are passionate dreamers, thoughtful doers, and lifelong learners who power meaningful moments for millions around the world. We're united by authentic connection, shared purpose, and a deep commitment to the global community we serve. Here, flexibility and belonging go hand in hand with high performance. Driven by our core values, we believe the best ideas come from empowered teams: those who consistently collaborate with intention to design solutions, spark ideas, and drive impact. Our people are at the heart of our success. ABOUT THE ROLE AND OUR TEAM: This role provides primary leverage to the CEO's Director, Executive Operations, with a major focus on CEO calendar hygiene, travel logistics, and day-to-day executive operations support. The Executive Coordinator is an essential member of the Executive Operations team, providing in-person support to senior leadership and ensuring the smooth, efficient functioning of the NYC office. This role is ideal for someone highly organized, service-oriented, and eager to develop foundational experience in executive support, office operations, and cross-functional coordination.

Requirements

• 1-2 years of administrative, operations, hospitality, or customer service experience preferred; internships or campus leadership experience also welcome.
• Strong organizational and time-management skills with a proactive, resourceful approach and detail-oriented nature.
• Exceptional communication skills (written and oral) and a willingness to work with all levels of stakeholder, from building staff to the CEO.
• Ability to handle confidential information with discretion and integrity.
• Excellent executive-facing judgment.
• Comfortable running errands, handling physical office tasks, and interacting with external guests and senior executives.
• No task is too small!
• Flexibility to be responsive to time-sensitive asks on evenings or weekends, as well as business needs related to international time zones.

Nice To Haves

• Proficiency with Google Suite, Slack, SmartSheet, Coupa, Navex, and Envoy a plus.

Responsibilities

• Provide hands-on, in-office (NYC) support to senior leadership, including running errands, greeting and hosting guests, coordinating meals, and managing deliveries.
• Assist with personal tasks for the CEO, such as scheduling appointments, arranging travel, building itineraries, coordinating with internal hosts/external counterparts, handling family schedule coordination, and supporting other administrative tasks as needed.
• Support booking events, vendor coordination, and out-of-office errands.
• Complete expense reporting, invoice processing, and other routine administrative workflows.
• Coordinate conference room bookings and manage related technology setup and troubleshooting.
• Partner with the Office Manager to organize and execute in-office events for the Executive Team and Senior Leadership (e.g. meals and team gatherings), including assisting with setup and breakdown.
• Provide ad-hoc in-person support to visiting executives and senior leadership, including booking desks, ensuring easy entry, and procuring needed supplies.
• Manage and maintain calendars for senior leadership (SVP and above), including prioritizing meetings, resolving conflicts, and ensuring schedule alignment.
• Coordinate pre-reads, decks, and briefing notes; ensure materials are delivered on time and in the right format.
• Provide cross-coverage for C-level executives' calendars during absences or high-volume periods.

Benefits

• We believe in a wide range of holistic offerings to support our employees so that they can live our values day in and day out. From mental wellbeing, physical health and financial planning, to engaging perks and discounts, we are in the business of celebrating and supporting the Moments that Matter, both in and out of the office.
• We offer flexible vacation, generous parental leave, and prioritize initiatives that support the growth, development, and happiness of our people.
• Together@TKWW is our approach to hybrid work. It's designed to support how we work best: combining the flexibility we value with meaningful opportunities to connect in person.
• Whether a role is Together@TKWW-eligible or not, we believe in purposeful moments to come together, build strong relationships, and drive bold ideas forward.
• For Together@TKWW-eligible roles, this includes regular in-office time to foster collaboration and connection.
• For roles not eligible for in-office expectations , we support connection through virtual collaboration and intentional gatherings.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed