Office & Executive Coordinator

Modern Life • New York, NY

8d • $65,000 - $80,000 • Hybrid

About The Position

We’re hiring an Office & Executive Coordinator to be the operational heartbeat of our SoHo office. The role has two sides: supporting our CEO and creating an office environment that our team, guests, and candidates love walking into.

Requirements

• Excellent written communication; you’ll regularly correspond with clients and investors over email, and your messages need to reflect well on the company
• Discretion with sensitive information; you’ll have visibility into executive, financial, and personnel matters that need to stay confidential
• Highly responsive during business hours; the CEO and team should be able to count on a quick reply on Slack and email when something time-sensitive comes up
• Exceptional organization and attention to detail; equally comfortable tidying a fridge and comparing line items across vendor contracts
• 1–3 years in a professional setting
• Ability to be in our SoHo office four days a week (Mon–Thur), 9am–6pm, and Fridays on occasions where events require it
• Comfortable with the light physical demands of the role; carrying a case of seltzer, moving chairs for events, walking to pick up mail
• A warm, hospitality-oriented mindset; you genuinely enjoy making people feel welcome

Nice To Haves

• Prior office management or EA experience a plus
• Familiarity with Slack, Gmail, Google Calendar, Zoom, or Ramp
• Experience in hospitality, food service, or other roles where you regularly interacted with the public

Responsibilities

• Own the CEO’s calendar: schedule internal and external meetings, manage conflicts, and protect focus time
• Manage the CEO’s inbox: triage incoming email, flag priorities, draft routine replies, and keep things organized
• Book all CEO travel, including flights, hotels, ground transportation, and detailed itineraries
• Prepare the CEO for key meetings by gathering agendas, background materials, and relevant context in advance
• Submit expense reports and reconcile the CEO’s corporate card in Ramp
• Handle occasional personal tasks for the CEO (e.g., restaurant reservations, gift ordering, personal appointments)
• Greet and host guests, new hires, and interview candidates, making sure every visit feels welcoming and well-organized
• Partner with our recruiter to schedule interviews with prospective candidates — coordinating times across calendars and confirming logistics ahead of each visit
• Manage relationships with office vendors and serve as the day-to-day point of contact with building management on maintenance, improvements, and facilities issues
• Keep snacks, drinks, and supplies fully stocked
• Pick up mail from our registered office (~10-minute walk) once a week, then open and scan items to the relevant internal teams
• Support onboarding, liaising with the People Ops team, to schedule first-week sessions, prepare new-hire swag kits, set up workstations, and manage swag
• Order and facilitate (set up, clean down) team lunch once a week
• Coordinate internal team events (happy hours, offsites, celebrations)
• Keep common areas, the kitchen, and shared spaces tidy and organized throughout the day (professional cleaners handle actual cleaning each evening)
• Send and receive swag and event materials from our SoHo office to various conferences and events
• Book meeting spaces, facilities and restaurants, organize vendors — delivering smooth event experiences for our team members

Benefits

• company equity
• full benefits package

What This Job Offers

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