Operations Assistant

This is an exciting opportunity for a motivated and detail-oriented professional to join our Operations team at our New York Headquarters. The Operations Assistant will support workplace operations, employee experience, executive administrative support, business travel coordination, event planning, and daily front desk operations in a fast-paced corporate environment. 

As the face and voice of our office, you will help create a welcoming, professional, and highly organized environment for employees, clients, vendors, and visitors. This role offers exposure to a broad range of operational, administrative, and project-based responsibilities while working closely with leadership and cross-functional teams across the organization. 

Reception and Client Services: 

• Answer and transfer a high volume of incoming calls with a warm, professional demeanor. 
• Create a welcoming environment for visitors, vendors, and clients. 
• Maintain the front desk, conference rooms, and pantry areas in a clean, organized, and professional manner. 
• Prepare refreshments and coordinate catering orders for meetings and events. 
• Serve as a primary point of contact for visitors and office-related inquiries. 

Mail and Package Handling: 

• Receive, sort, and distribute incoming mail, checks, and packages. 
• Coordinate outgoing shipments via FedEx, UPS, courier services, and other vendors. 

Travel and Logistics Coordination: 

• Coordinate domestic and international travel arrangements for employees and leadership, including flights, hotels, ground transportation, and itineraries. 
• Assist with travel-related logistics, schedule changes, and last-minute travel needs. 
• Coordinate participation in conferences, off-site meetings, and company events. 
• Support travel expense documentation and ensure compliance with company travel policies. 
 
Executive and Administrative Support: 

• Provide logistical and administrative support to leadership. 
• Maintain accurate calendars, schedules, and meeting coordination. 
• Coordinate meetings, conference room bookings, agendas, materials, and documentation. 
• Track key initiatives, action items, project timelines, and follow-ups. 
• Prepare, update, and format presentations, reports, spreadsheets, and business documents. 
• Manage confidential information, correspondence, and documents with a high degree of discretion and professionalism. 
• Assist with expense reporting and reimbursement submissions through Concur. 
• Draft correspondence, letters, outlines, and other written communications as needed. 
• Attend meetings when requested, take notes, document action items, and track follow-up activities. 

Operations Support and Project Coordination: 

• Monitor and manage office support tickets, including supply requests, maintenance requests, and workplace-related inquiries. 
• Coordinate with vendors, building management, and internal departments to support daily office operations. 
• Maintain and update reports, trackers, spreadsheets, and operational documentation. 
• Assist with project planning, execution, tracking, and process improvement initiatives. 
• Support office inventory management and supply ordering. 
• Assist with workplace initiatives and employee experience programs. 

Event Planning: 

• Plan or assist in planning departmental meetings, employee events, and company-sponsored events. 
• Coordinate event logistics, vendor communications, catering, and attendee support. 
• Attend events when requested and appropriate. 

Additional Responsibilities: 

• Support philanthropic activities and community initiatives as directed. 
• Assist with special projects and administrative tasks as assigned. 
• Provide additional support to leadership and the Operations team as needed. 
• Complete all other duties deemed appropriate for this role and assigned by management.