Office Coordinator (Part Time)

Pivot Design is a strategic creative agency redefining what healthcare brands can be. We believe healthcare needs soul—connection, authenticity, and meaning—and we use the power of design to make health more compelling and impactful.

We're looking for an Office Coordinator who will be the host of our agency — the first person clients, guests, and candidates meet when they walk through our doors. You'll set the tone for the Pivot experience from the very first hello, bringing warmth, polish, and intentionality to every interaction. You'll also partner closely with the Agency Operations Director to assist with office organization, provide administrative support and coordination, and improve processes in a growing, evolving environment.

This is a part-time, in-office position with core hours Tuesday through Thursday and flexibility to swap in Monday or Friday when needed. There is potential to grow into a full-time role as the position evolves.

Skills and experience

• 2+ years of experience in an administrative, office coordination, or operations support role
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously in a fast-paced environment
• Strong written and verbal communication skills; comfortable interacting with clients, vendors, and internal team members at all levels
• Strong communication and customer service mindset
• Proficiency in Google Workspace (Docs, Sheets, Calendar, Gmail)
• Proven ability to plan and support internal events, culture initiatives, and employee recognition programs
• Detail-oriented with a proactive, solutions-first mindset — able to identify and resolve issues quickly and independently
• Experience supporting HR or onboarding functions is a plus (welcome kits, interview scheduling, headshot coordination)
• Comfortable managing inventory, branded materials, and office supply budgets
• Adaptable and flexible; willing to shift priorities and adjust schedules to meet the needs of the team
• A creative thinker who looks for opportunities to improve processes and optimize how the office runs
• A natural host and people-person who takes pride in being the face of the office — setting a warm, professional tone that clients, guests, and teammates feel the moment they arrive

What you’ll do

• Serve as the host of the agency — greeting every guest, client, and candidate with genuine warmth and a polished presence that reflects Pivot's culture from the moment they arrive
• Keep the office running smoothly by managing supplies, common areas, kitchen, and production room materials in a timely and cost-effective way
• Support meeting coordination, including room setup, food orders, and travel arrangements for employees
• Manage and track agency-branded materials and swag inventory
• Plan and support culture initiatives, including events, monthly celebrations, and employee recognition and milestone acknowledgments
• Assist with new employee onboarding, including welcome kits, headshots, and administrative setup
• Provide general administrative support across teams, stepping in where needed to keep day-to-day operations on track

What we offer

At Pivot Design, we believe that our people are our greatest asset, and we have developed an employee-centric culture where we value our people above all else. With a focus on employee wellness, we offer competitive salaries and a comprehensive benefits package including medical, dental, and vision coverage, disability and life insurance, Flexible Spending and Healthcare Savings Accounts, a 401(k) & Profit Sharing Plan with company match, a generous PTO policy, and a flexible hybrid work environment. We are a passionate group of creative experts who support one another in our efforts to produce award-winning work for our amazing clients.

We believe great creativity comes from a diverse mix of minds, backgrounds, and experiences, and Pivot is committed to cultivating an inclusive work environment. Pivot provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status or any other protected category under federal, state and local law.