Recruiting on Behalf of our client who is a leader in the luxury travel industry.

Our client is a world-class luxury travel and concierge agency representing some of the most iconic global retail brands. Their reputation in the industry is built on innovation, consistency, and the ability to elevate our clients' experiences through detail-oriented service and creative problem-solving. Our team is growing, and we are looking for a dynamic, self-starting EA/Office Coordinator to join us.

Position Title: EA/ Office Coordinator
Location: Remote

Hours: Monday – Friday, 9:00 AM – 6:00 PM EST

Reporting To: CEO

About the Role
The Office Coordinator will support our client's executive leadership team with high-level administration, team and financial support. This role requires strong organization, a solutions-focused mindset, and comfort working in a fast-paced, dynamic environment. If you thrive on supporting fast-paced teams, have a can-do attitude and love optimizing processes and are ready to take initiative, this is the role for you.

Key Responsibilities:

Administrative & Operations

• Manage scheduling, calendar coordination, and internal/external meeting logistics for the leadership team
• Attend and take notes during key meetings; distribute and execute action items
• Prepare reports for internal and external communications (MS Office, Canva)
• Liaise with vendors, partners, and clients on behalf of leadership

• Maintain internal records, service agreements, and vendor management logs
• Manage HR admin functions including onboarding/offboarding, equipment delivery, scheduling with teams, training, culture initiatives
• Ensure leadership is on track for project milestones and operational priorities are met with deliverables and deadlines
• Coordinate internal workflows, task accountability, and execution timelines

Finance & Invoicing

• Support leadership with expense tracking, invoicing, and payroll-related documentation
• Reconcile and process executive expenses, vendor invoices, and contracts
• Support with internal cash flow tracking, budgeting coordination, and reporting.
• Manage AP/ AR, invoices, flag overdue payments, and assist in overall financial coordination
• Process POs and assist in cash flow reporting between business units

Marketing & Events

• Create internal and external branded decks and client-facing materials
• Support with client event pitches, logistics planning, and vendor communications
• Assist with quarterly presentation development and monthly newsletters
• Provide light copywriting support and assist with marketing-related tasks
• Support event logistics, including catering, décor, guest coordination, and travel
• Assist with post-event reporting and reconciliation

Qualifications

• 3+ years of experience in executive administration, operations coordination, or office management
• Proficient in MS Office (Excel, Outlook, PowerPoint, Word), Canva, Slack and project management tools
• Bookkeeping and invoice management experience required
• Experience in event planning or marketing support is a strong asset
• Strong attention to detail with the ability to prioritize and meet tight deadlines
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively across departments
• Proven problem-solving ability and comfort adapting to evolving priorities
• Must have a valid driver's license and access to a vehicle

Compensation

• $60,000 - $65,000 (based on experience) annual salary
• Full benefits package (health, dental, vision)
• 15 days PTO
• All required technology provided