Office Experience Coordinator
We are looking for an Executive Assistant and Office Coordinator to provide extensive support to Solstice’s New York office in our fast-paced, technical consulting firm. As a part of our Office Experience team, you will prove to be instrumental in ensuring our Employee Experience and Client Experience is top notch! You will be owning the first impression that all guests and members of the team have with Solstice.
The ideal candidate will be highly self-motivated with the core skills of anticipating, organizing and prioritizing needs. This individual must be confident and extremely flexible shifting projects and priorities as they come, have a collaborative attitude, be exceptionally organized, multi-task efficiently, have strong communication skills, and maintain a high level of confidentiality.
About you:
- Extremely organized and have high attention to detail
- Communication skills have always been your strong suit - both verbal and written
- Strong sense of urgency and able to take initiative
- Approachable and dependable
- Experienced in managing frequently changing and complex calendars
- Able to see the company’s overarching strategic goals and prioritize office requests and availability of executives to align with these initiatives
- Work effectively and efficiently in a fast-paced environment with conflicting and changing priorities
- Anticipation - you constantly look ahead to identify and navigate roadblocks before they escalate
- Time management comes natural to you - working autonomously is your preference
- Experienced preparing materials for client or internal meetings, including finalizing Keynote presentations or other peripherals necessary
- Consider yourself technically savvy and are proficient specifically with MS Office, Keynote, Google Apps and other Apple/Mac software
Some of your responsibilities will include:
- Ensuring guests and team members are comfortable and suited with what they need in the office space
- Organizing, updating, scheduling and coordinating meetings, occasionally across multiple time zones
- Assisting with on-site events and general meeting logistics including finding a location, ordering food, attending the event or meeting to providing support, preparing materials, and other needs to ensure a successful meeting or event
- Assisting with travel arrangements including booking of flights, hotels and car reservations, and other miscellaneous details as they arise
- Completing and submitting expense reports
- Communicating directly with clients or client EA’s to facilitate meetings, always maintaining an executive presence and level of professionality
- Managing email, including interpreting requests and assist in implementing action
- Driving various projects, including following up on action items in a timely manner
- Willingness to approach tasks with a spirit of collaboration in order to problem solve with peers and clients
- Assisting the Operations Team with any other general administrative needs
We welcome Solsties to show up as their full selves everyday. Because this is so important to us, Solstice is proud to be an equal opportunity employer.