Operations Coordinator at Orchestra in New York, NY

Summary: Orchestra is a strategic communications and marketing company that integrates people, platforms, and stories to help clients build lasting influence. They are seeking an Operations Coordinator to provide administrative and operational support to senior leaders, manage complex calendars, and ensure effective communication and project tracking. Responsibilities: - Provide high-touch administrative and operational support to the senior leaders; ensuring seamless follow-through on priorities, action items and deadlines - Manage complex calendars and scheduling across internal and external stakeholders, including meeting logistics, room and material preparation, and follow-up - Prepare meeting agendas, briefing materials and pre-reads, and capture clear, actionable notes and recaps that drive decisions forward - Serve as a central point of coordination for executive communications by triaging inboxes, drafting responses and ensuring timely, thoughtful follow-up - Track and organize projects, commitments and deliverables across multiple workstreams, proactively flagging risks and dependencies - Own and maintain internal documentation and knowledge-management systems to ensure information is accurate, accessible, and easy to navigate - Draft, edit and proofread internal communications, decks, memos and project documentation with a high standard for clarity and tone - Support cross-functional work as needed, including resource management check-ins, training sessions and internal working meetings - Anticipate upcoming needs by conducting light research, preparing materials and ensuring leaders are well-positioned for meetings and events - Identify opportunities to streamline workflows and increase efficiency through process improvements and the thoughtful use of AI and productivity tools - Handle confidential information with integrity, discretion, and professionalism Required Qualifications: - Provide high-touch administrative and operational support to the senior leaders; ensuring seamless follow-through on priorities, action items and deadlines - Manage complex calendars and scheduling across internal and external stakeholders, including meeting logistics, room and material preparation, and follow-up - Prepare meeting agendas, briefing materials and pre-reads, and capture clear, actionable notes and recaps that drive decisions forward - Serve as a central point of coordination for executive communications by triaging inboxes, drafting responses and ensuring timely, thoughtful follow-up - Track and organize projects, commitments and deliverables across multiple workstreams, proactively flagging risks and dependencies - Own and maintain internal documentation and knowledge-management systems to ensure information is accurate, accessible, and easy to navigate - Draft, edit and proofread internal communications, decks, memos and project documentation with a high standard for clarity and tone - Support cross-functional work as needed, including resource management check-ins, training sessions and internal working meetings - Anticipate upcoming needs by conducting light research, preparing materials and ensuring leaders are well-positioned for meetings and events - Identify opportunities to streamline workflows and increase efficiency through process improvements and the thoughtful use of AI and productivity tools - Handle confidential information with integrity, discretion, and professionalism - Strong organizational skills and the ability to prioritize and meet deadlines - Highly autonomous and skilled in managing up, with the ability to troubleshoot effectively and find solutions - Regularly employs clear, concise, and data-driven decisions, ensuring decisions are backed by accurate insights and metrics. Highly detail and process-oriented - Strong written and oral communications skills - Continuously seeks out opportunities to enhance efficiency, streamline processes, and evaluate new productivity tools for potential improvements - Excellent computer skills, including Google Suite products Preferred Qualifications: - Familiarity with AI-powered productivity tools (e.g., Sana, Gemini, ChatGPT) and project management platforms (e.g., Monday, Asana) Important Skills: Google Suite proficiency, Project management tools Nice-to-Have Skills: Process improvement