Office & Executive Coordinator

Job description

**Location:** SoHo, New York City (in-office Monday–Thursday, Friday remote, 9am–6pm) **Reports to:** Head of Business Operations ### Join our team and accelerate your career. Life insurance is a complex and consequential purchase that impacts hundreds of millions of Americans. With our powerful and integrated digital tools, expert support, and leading insurance products, we empower advisors to better serve their clients, grow their businesses, and bring the future of the industry to life. We are a high-growth, AI-driven brokerage backed by $35M from top-tier investors, including Thrive Capital (major investors in OpenAI, SpaceX, Stripe, Instagram, Spotify, and Slack), New York Life, and Northwestern Mutual. ### About the Role We’re hiring an Office & Executive Coordinator to be the operational heartbeat of our SoHo office. The role has two sides: supporting our CEO and creating an office environment that our team, guests, and candidates love walking into. ### What You'll Do — Executive Support You’ll be the CEO’s right hand on the day-to-day. The CEO will set the scope, but you’ll be expected to anticipate needs, take work off their plate proactively, and bring a high bar to anything that reaches them. Examples of what that looks like: - Own the CEO’s calendar: schedule internal and external meetings, manage conflicts, and protect focus time - Manage the CEO’s inbox: triage incoming email, flag priorities, draft routine replies, and keep things organized - Book all CEO travel, including flights, hotels, ground transportation, and detailed itineraries - Prepare the CEO for key meetings by gathering agendas, background materials, and relevant context in advance - Submit expense reports and reconcile the CEO’s corporate card in Ramp - Handle occasional personal tasks for the CEO (e.g., restaurant reservations, gift ordering, personal appointments) ### What You'll Do — Office & Team Experience You’ll be the point person for our SoHo headquarters. That means anything related to keeping our space running well and our team, guests, and candidates feeling taken care of. Some examples include: - Greet and host guests, new hires, and interview candidates, making sure every visit feels welcoming and well-organized - Partner with our recruiter to schedule interviews with prospective candidates — coordinating times across calendars and confirming logistics ahead of each visit - Manage relationships with office vendors and serve as the day-to-day point of contact with building management on maintenance, improvements, and facilities issues - Keep snacks, drinks, and supplies fully stocked - Pick up mail from our registered office (~10-minute walk) once a week, then open and scan items to the relevant internal teams - Support onboarding, liaising with the People Ops team, to schedule first-week sessions, prepare new-hire swag kits, set up workstations, and manage swag - Order and facilitate (set up, clean down) team lunch once a week - Coordinate internal team events (happy hours, offsites, celebrations) - Keep common areas, the kitchen, and shared spaces tidy and organized throughout the day (professional cleaners handle actual cleaning each evening) ### What You'll Do — Event Coordination - Send and receive swag and event materials from our SoHo office to various conferences and events - Book meeting spaces, facilities and restaurants, organize vendors — delivering smooth event experiences for our team members ### What We're Looking For - Excellent written communication; you’ll regularly correspond with clients and investors over email, and your messages need to reflect well on the company - Discretion with sensitive information; you’ll have visibility into executive, financial, and personnel matters that need to stay confidential - Highly responsive during business hours; the CEO and team should be able to count on a quick reply on Slack and email when something time-sensitive comes up - Exceptional organization and attention to detail; equally comfortable tidying a fridge and comparing line items across vendor contracts - 1–3 years in a professional setting; prior office management or EA experience a plus - Ability to be in our SoHo office four days a week (Mon–Thur), 9am–6pm, and Fridays on occasions where events require it - Comfortable with the light physical demands of the role; carrying a case of seltzer, moving chairs for events, walking to pick up mail - A warm, hospitality-oriented mindset; you genuinely enjoy making people feel welcome ### Nice to Have - Familiarity with Slack, Gmail, Google Calendar, Zoom, or Ramp - Experience in hospitality, food service, or other roles where you regularly interacted with the public