Administrative Assistant / Office Coordinator
New York, NY (Onsite)
Company Overview
A highly reputable, well-established public relations firm based in New York City. The firm partners with clients providing services including public engagement, media relations, branding, event production, and strategic communications. They offer a collaborative, fast-paced environment and are seeking an Administrative Assistant / Office Coordinator to support office operations, workplace experience, and administrative functions.
Position Overview
The Administrative Assistant / Office Coordinator serves as the face of the office and a key partner to senior leadership, supporting day-to-day office operations, front office management, and administrative support across the team.
This role is ideal for someone who enjoys being the central point of contact, managing a wide range of responsibilities, and contributing to a polished and well-run workplace environment.
Responsibilities
• Serve as the primary point of contact for visitors, calls, and general inquiries, delivering a strong front office / workplace experience
• Manage the general inbox and route communications appropriately
• Coordinate calendars, scheduling, and meeting logistics for leadership and team members
• Provide administrative support to senior leadership, including document preparation and correspondence
• Assist with preparation of reports, presentations, and client-facing materials
• Oversee office operations, including ordering supplies, managing pantry, and coordinating with vendors and service providers
• Support workplace operations and facilities coordination as needed
• Assist with HR administrative support, including onboarding coordination and documentation
• Help manage basic financial administration (expenses, invoice tracking, AP/AR support)
• Maintain organized records and support administrative processes and reporting
• Assist with special projects and ad hoc operational needs
Qualifications
• 2–5 years of experience in administrative support, office coordination, workplace experience, or office operations roles
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Professional, polished demeanor with strong interpersonal skills
• Experience supporting front office operations, scheduling, and vendor coordination
• Exposure to HR administration, onboarding, or office operations workflows preferred
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• Experience with expense management, invoicing, or AP/AR support is a plus