Full-time

NY

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New York Operations Coordinator

OVERVIEW


VSA Partners is a group of dedicated, collaborative and kind people that values smarts over egos. We work very hard to create human-centered, insight-inspired work that moves people, changes behavior, and answers real strategic problems. We started as a design firm over 30 years ago and operate today with a “design thinking” approach to everything we do. Formally, we’re a branding and marketing company that approaches business challenges holistically and aims to break down silos between branding, digital, marketing and advertising. Informally, we’re a family that comes together at the table every day to make something great.

VSA’s Operations team leads all of the internal operating functions of VSA including: Administration, Human Resources, IT, Legal, Talent Acquisition, Resourcing and Project Management. We focus on people, processes, tools and systems with the end goal of making VSA an ideal place to work and perform. The diverse members of the Operations Team are at the top of their individual fields and use their expertise to drive culture, performance and efficiency at VSA.

As the face of VSA NY, the person in this role may often be the first impression of VSA, whether in person, on video, or on the phone. We are looking for a dynamic presence to collaborate closely with office space management and in collaboration with NY leadership. Qualities we are looking for: energy, passion, proactivity, can-do attitude, great teammate, positive approachability, big-picture point of view, customer service expert– someone who can wear many different hats and jump into any challenge. This role contributes to the quality of our clients’ and employees’ office (and virtual) experience and overall work environment.

This role is accountable for the day-to-day operations of VSA Partners/New York, including being the first responder as a concierge of the space, assisting clients when on-site, coordinating travel, coordinating with space management to provide office support to employees as needed, and coordinating general office services.

While VSA has a Recruit from Everywhere, Work from Anywhere policy this role will need to be based in New York due to the in-office requirements of the role. This is a crucial role at VSA, requiring regular physical presence in the office to accommodate when meetings, guest visits, etc. are scheduled. This position occasionally works varied hours, evenings, weekends, and more than 40 hours per week.

VSA Partners is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive, equitable environment for all employees. All employment decisions are made based on qualifications, merit, and business need.


Responsibilities

  • Acting as a concierge for the VSA space, including greeting guests and clients, managing phones, scheduling and maintaining conference rooms, organizing and delivering mail and packages, ordering messengers and completing FedEx and courier requests, accommodating guest lists, and be a liaison between VSA New York and office space and/or building management.
  • Coordinating travel for all VSA employees (with some exceptions, like partners) and occasionally for clients and visitors, including flights, hotels, and ground transportation.
  • Provide hospitality for client and internal meetings and gatherings, including order, set-up, refresh, and breakdown.
  • Provide meeting planning support during client visits including conference room set up and clean up, providing meeting room supplies, some IT support (projectors), assisting clients when in the office including private workspace, local travel, hotels, etc.
  • Provide administrative support to NY Partners.
  • Provide support to promote and champion VSA’s culture.
  • Liaise with building management regarding Safety Team requirements, i.e safety protocols, including keeping an updated list of employees on a “Safety Team”.
  • Send out office-wide informative emails as needed.
  • Serve as our Day One person, scheduling and facilitating interviewing and onboarding of new full-time and contract hires including scheduling, coordination of equipment, new employee orientation and/or contractor on-boarding, including issuing keycards and/or assisting with downloading and instructions for Bond Collective app usage. Assign and coordinate distribution and access for new hires and replacement of lost key cards for existing employees.
  • You will act as our internship liaison, coordinating university postings; screening candidates; managing the program calendar, and helping organize program events and day-one onboarding
  • Lots of emails; you will respond to both internal and external inquiries about employment opportunities and the recruiting process
  • You will coordinate and accommodate candidates’ in-person interviews, helping ensure a positive experience overall
  • Assist Director in the management of talent acquisition process, data capture, and candidate experience
  • Participate in weekly talent team meetings to help support recruiting efforts and process
  • Run conference room scheduling
  • Update guest password info and distribute (monthly)
  • Work with and manage outside vendors; including vendor selection, problem resolution, etc.
  • Help to plan and organize company meetings, on and off-site, set up for in-house events.

Qualifications

  • Bachelor’s Degree in Hospitality, Communications, Business Administration or related
  • All the Microsoft Office and Google Suite skills
  • Discretion—you respect the need for and will maintain a high level of confidentiality
  • The ability to produce in a fast-paced environment, work with a sense of urgency, and work under pressure
  • Masterful ability to adapt quickly to changing priorities in a sometimes ambiguous environment
  • Strong oral/written communication skills
  • Strong customer service experience
  • The ability to multitask, establish priorities and work independently with limited supervision while maintaining an organized environment and positive demeanor
  • Ability to work varied hours
  • Physical capability to assist with event set-ups and coordination, including the ability to lift up to 25 lbs.

In order to succeed, an applicant must have the skills, abilities, and knowledge:

  • Ability to interact at all levels of the company and with external parties in a professional manner, maintaining effective communication, both written and spoken.
  • Ability to tolerate stress and be adaptable, flexible, persistent, versatile, and to handle multiple projects and reprioritization.
  • Strong customer service orientation, outstanding organizational skills along with the ability to juggle multiple projects while maintaining a positive demeanor
  • Ability to maintain self-motivation and to work independently and in team environments
  • Knowledge of local restaurants and event service providers is desired.
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