Office & Events Coordinator

FAO Schwarz•New York, NY

21h•Onsite

About The Position

The Office & Events Coordinator owns the systems, schedules, and relationships that make every client experience possible: keeping the calendar accurate, the office prepared, the right people informed, and the external partner network warm. Working across the business, this role ensures the function operates with the same consistency and precision under pressure as on the quietest days. It is a role that thrives in the background: connecting teams, maintaining the systems that others depend on, and building the operational relationships that keep everything moving smoothly.

Requirements

2–4 years of experience in a coordination, administrative, or operations role in a premium, client-facing, or events environment.
Exceptionally organized with meticulous attention to detail, able to keep multiple systems accurate and conflicts resolved across several workstreams simultaneously.
Sound judgment and the confidence to triage, prioritize, and act independently, knowing when to resolve and when to escalate.
A natural relationship builder, able to establish trust and credibility with external partners, internal teams, and senior stakeholders alike.
Composed and polished in any setting, able to represent the brand with confidence whether supporting a high-profile visit or managing a day-to-day request.
Technologically fluent and quick to learn new systems, comfortable working across booking platforms, productivity tools, and office software.
Flexible availability including evenings, weekends, and peak retail periods as required.

Nice To Haves

A background in premium hospitality, events, or VIP retail goes a long way here.

Responsibilities

Own the Office, VIP, and events calendar, coordinating and communicating across teams to ensure every booking, tour, and appointment is planned, staffed, and prepared, with conflicts and risks caught and resolved before they reach the guest.
Build and maintain the personal shopping schedule, adapting in real time to callouts and shifting business needs so every appointment is covered by the right person and no VIP guest ever arrives to find an experience that isn’t ready for them.
Manage the office and workspace infrastructure, overseeing room bookings and ensuring every space is consistently prepared and ready so that every meeting and visit starts with credibility.
Lead the production of decks and materials, establishing the standards and templates that ensure every output is polished and consistent, and sets the right tone before anyone says a word.
Maintain the corporate event and visit calendar, ensuring every confirmed meeting, external visit, and key trading date is tracked and communicated so the business is always prepared and never caught off guard.
Act as the coordination hub between VIP, Events, and the wider business, maintaining a regular presence with the store team and ensuring the right information reaches the right people at the right time so the function always operates as a single, cohesive team.
Support senior leaders with ad hoc projects by coordinating logistics and preparing materials so priorities keep moving and nothing stalls because of missing information or preparation.
Build and maintain the processes and documentation that underpin the VIP function, developing shared workflows and information systems to drive consistency and make the team more effective.
Handle sensitive and confidential information with discretion, earning the trust that comes with access to the most sensitive details of the business and its most valuable relationships.
Provide seamless coverage across client intake and the booking platform, ensuring the function never misses a beat and that every client interaction meets the same elevated standard, regardless of who is behind it.
Build and maintain relationships with building management, corporate partners, and key operational contacts, ensuring the function has the access, support, and goodwill it needs to operate without friction.
Support the preparation and delivery of VIP events and experiences on the ground, handling physical setup, materials, and logistics so every moment lands as intended, and nothing disrupts the guest experience.