Workplace Experience and Facilities Lead

Russell Investments • New York, NY

1d • $80,000 - $100,000 • Onsite

About The Position

The Workplace Experience and Facilities Lead is a strategic ambassador for the firm’s New York office, serving as the on-site steward of workplace experience and the executive-facing first point of contact. This role shapes the daily experience for executives, clients, and colleagues, ensuring the office environment reflects the firm’s professionalism, culture, and brand standards at all times. Partnering closely with executive leadership and cross-functional stakeholders, this position ensures the office operates with excellence—optimizing flow, presentation, and functionality while anticipating and resolving issues with discretion and sound judgment. The role represents the New York office locally and collaborates with the Global Facilities Team to ensure consistent alignment with enterprise-wide workplace standards and expectations. Reporting to the Senior Facilities Manager, this is a highly visible, relationship-driven role requiring exceptional executive presence, judgment, and attention to detail. The Workplace Experience and Facilities Lead coordinates across teams to deliver seamless meeting and office operations, execute requests with precision, and maintain a polished, high-performance workplace environment for senior leaders, clients, and visitors.

Requirements

• 3+ years of experience in a front-of-house, office operations, facilities, or executive support role within a professional services or corporate office environment, ideally in New York City.
• Demonstrated experience supporting executive leadership and client-facing environments, with a strong understanding of professional office protocol and discretion.
• Demonstrated ability to operate as a senior individual contributor with autonomy in a small, high-visibility office environment.
• Strong customer service orientation with exceptional communication and interpersonal skills.
• Technological proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint, SharePoint, Teams); experience with Concur, JIRA, or ticketing systems is a plus.
• Highly organized, composed under pressure, and comfortable managing competing priorities in a fast-paced setting.
• Self-directed and accountable, able to work independently while collaborating across teams and locations.
• This role is not eligible for employment-based immigration sponsorship. Applicants must be legally authorized to work in the United States without employer sponsorship, now or in the future.

Nice To Haves

• Degree or certification in facilities management, hospitality, events, or a related field preferred.
• Technological proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint, SharePoint, Teams); experience with Concur, JIRA, or ticketing systems is a plus.

Responsibilities

• Front Desk, Reception & Guest Protocol This role exercises independent judgment in managing front-of-house priorities in a dynamic, executive- and client-facing office environment.
• Serve as the primary front-of-house representative for the New York office, greeting all clients, visitors, vendors, and associates promptly and professionally upon arrival.
• Follow established reception and guest-management protocols, including confirming appointments, notifying hosts, issuing visitor badges, and ensuring guests are escorted or seated appropriately.
• Demonstrate strong situational awareness and discretion, particularly when supporting executive leadership, confidential meetings, or high-profile client visits.
• Manage waiting areas and arrival flow, ensuring a calm, welcoming, and orderly experience at all times.
• Anticipate guest needs by offering refreshments, managing coat storage as applicable, and maintaining a professional, hospitality-forward environment consistent with a premier Manhattan office.
• Serve as a trusted point of contact for executive assistants and meeting hosts, coordinating timing, room readiness, and special requests.
• Maintain hospitality standards across reception and conference areas, including preparation and replenishment of coffee, tea, water, and snacks, ensuring all spaces remain organized and client-ready.
• Oversee kitchenette operations, including cleanliness, organization, inventory levels, and ordering and receipt of supplies and deliveries.
• Coordinate conference room setup and breakdown for meetings and events, including furniture reconfiguration and technology readiness (may require lifting up to 50 pounds).
• Manage transportation program logistics, including issuing MetroCards and reviewing and approving Equity Transit invoices.
• Respond to ad hoc office and administrative needs with professionalism and urgency, contributing to special projects as assigned.
• Support on-site onboarding logistics for new associates, including coordination of I-9 completion and delivery of office health, safety, and emergency evacuation orientation.
• Administer office access controls, including issuing badges, coordinating replacements for lost or stolen badges, and partnering with security to ensure appropriate access permissions.
• Provide daily, hands-on facilities coordination, including mail handling, visitor registration, meeting room setup, and coordination with caterers and vendors for deliveries and payments.
• Ensure the overall appearance, readiness, and functionality of the office, maintaining a tidy, organized, and well-stocked environment at all times.
• Proactively monitor facility conditions through regular walkthroughs, identifying issues early and coordinating timely resolution through vendors, landlords, and internal partners.
• Respond to facilities requests submitted through the ticketing system and Facilities mailbox, providing timely, courteous updates to associates.
• Coordinate vendor services, warranties, maintenance, and repairs, actively following up to ensure work is completed safely, on schedule, and to standard.
• Secure landlord approvals for improvements, maintenance, and repairs in accordance with lease terms and maintain appropriate documentation.
• Track work order volume and response times, escalating concerns to the Global Facilities Manager and collaborating with global partners as needed.
• Contribute to continuous improvement of facilities processes, documentation, and shared resources.
• Assist with administration of the EH&S program, including fire drills, floor warden coordination, AED oversight, and first-aid readiness; attend quarterly Fire & Life Safety workshops.
• Support additional facilities initiatives and special projects as business needs arise.
• Demonstrate schedule flexibility, including occasional early starts (as early as 7:00 a.m.) or late coverage for meetings or breakdowns (approximately 1–2 times per month).

Benefits

• At Russell Investments, salary is just one part of our compensation package.
• Our total rewards approach includes an annual performance bonus (subject to eligibility criteria) in addition to participation in our competitive benefits programs including healthcare, retirement, vacation, and wellbeing programs.

What This Job Offers

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