Office & Executive Experience Coordinator

Amalgamated Bank • New York, NY • 2h ago

Purpose of Position:

The Office & Executive Experience Coordinator plays a central role in shaping the daily experience of the bank's New York headquarters. This position blends front office hospitality, executive support, meeting and event coordination, and office experience management-serving as both the face of the organization and a key support partner to senior leadership.

This individual ensures the headquarters operates smoothly, feels welcoming, and reflects the bank's high standards of professionalism. The ideal candidate is polished, proactive, service-oriented, and deeply attentive to detail, with a natural ability to create calm, order, and hospitality in a dynamic environment.

Essential Job Functions:

Hospitality & Guest Experience

Serve as the primary host for board members, clients, partners, and visitors, delivering a warm, professional, and seamless welcome.

Maintain the reception, lobby, and shared spaces to ensure an organized, refined, and inviting office environment.

Manage the main phone line and general inquiries with courtesy, discretion, and promptness.

Provide thoughtful guest touches and ensure meeting experiences feel intentional and well-prepared.

Executive Support & Coordination

Support a select number of senior executives and board members with calendar management, travel coordination, reservations, and logistics.

Arrange flights, accommodations, ground transportation, and itineraries with a concierge-level approach.

Prepare briefing materials, meeting summaries, and expense reports with accuracy and confidentiality.

Partner closely with the CEO's Executive Assistant to provide coordinated, high-quality leadership support.

Event & Meeting Operations

Coordinate board meetings, leadership offsites, executive sessions, and internal culture events.

Oversee conference room scheduling and ensure flawless setup of A/V, catering, room layouts, and hospitality elements.

Liaise with catering, florals, audio-visual support, building services, and other event-related vendors.

Provide on-site support during business hours, with occasional early mornings or evenings for special events.

Office & Facilities Management

Monitor office and kitchen supply levels and place timely orders.

Maintain day-to-day organization and readiness of workspaces, common areas, and meeting environments.

Serve as liaison to building management, maintenance personnel, and external service providers.

Ensure the headquarters reflects the institution's culture of excellence, care, and professionalism.

Knowledge, Skills and Experience Requirements:

3+ years of experience in hospitality, guest services, office management, executive assistance, or a similar client-facing professional support role; experience in financial services or corporate environments preferred (bank policies - T&E and perquisites).

Strong organizational, communication, and interpersonal skills with a polished and service-driven presence.

Proficiency with Microsoft Office Suite and Outlook; familiarity with travel and expense systems (e.g., Concur, Navan) is a plus.

Demonstrated ability to multitask in a fast-paced environment with discretion, confidentiality, and sound judgment.

Must be available for full-time, on-site presence at the New York headquarters.

Key Attributes

Warm, poised, and professional demeanor

Hospitality-first mindset with genuine care for the guest and employee experience

Proactive, anticipatory, and resourceful problem solver

Exceptional attention to detail and pride in maintaining high standards

Graceful under pressure and adaptable in a dynamic environment

Trustworthy, discreet, and confident engaging with senior leadership

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