Workplace Experience Coordinator

About This Role

This role delivers a professional, polished front‑of‑house experience at a global headquarters, managing conference room scheduling, supporting executive and HR events, and handling day‑to‑day administrative operations. The coordinator provides white‑glove, client‑facing support to senior leaders, internal teams, and visitors.

Responsibilities

• Manage conference room scheduling (calendar coordination, conflict resolution, room readiness)
• Coordinate catering and hospitality services; ensure accurate headcounts, dietary notes, setup, and teardown
• Execute room setups (moving chairs/tables, AV checks, signage, materials)
• Support C‑suite and HR events (board meetings, interviews, town halls, training sessions)
• Provide on‑site white‑glove service for executives and VIP guests
• Serve as a professional, client‑facing point of contact for employees, guests, and vendors
• Partner with Administrative/Executive Assistants to align calendars, priorities, and meeting logistics
• Maintain a clean, orderly, and professional workplace experience across shared spaces
• Assist with document preparation, guest lists, visitor badges, and reception overflow as needed
• Process service requests for office supplies and facility needs; track and escalate issues promptly
• Collaborate with IT/AV, Facilities, Security, and HR to ensure seamless event and meeting execution
• Support the Director and provide executive support to CEO/CFO as directed
• Communicate proactively on schedules, changes, and service standards

Requirements

• 1-3 years of experience in office services, administrative coordination, conference services, hospitality, or event coordination
• Demonstrated white‑glove service mindset with polished, professional communication
• Strong organizational skills with high attention to detail and follow‑through
• Comfortable with light physical tasks (e.g., moving chairs/tables for room setups)
• Proficient with Outlook/Office 365 (calendars, email, Excel/Word)
• Basic AV familiarity
• Ability to maintain discretion and professionalism with executives and sensitive information

Qualifications

• 1-3 years of experience in office services, administrative coordination, conference services, hospitality, or event coordination (corporate preferred)

Nice to Have

• Experience supporting global headquarters or high‑visibility corporate environments
• Hospitality/customer service experience in a corporate context
• Professional Presence & Poise
• Customer Focus
• Planning & Prioritization
• Collaboration
• Problem Solving
• Reliability

Skills

* Required skills

Benefits