WORKPLACE SERVICES & ADMINSTRATIVE COORDINATOR

Job Summary

This hybrid role provides dedicated administrative and operational support to the Churchill Asset Management business line while also delivering Workplace Services coverage two days per week. The position is highly visible and service-focused, requiring a polished, hospitality-driven professional who can seamlessly balance executive support, workplace operations, and client-facing responsibilities.

The Administrative Coordinator / Workplace Services Community Manager ensures a high-touch, white-glove experience for executives, clients, and associates by maintaining organized business support processes and a well-managed, fully operational office environment. Success in this role requires exceptional attention to detail, strong communication skills, discretion, and the ability to anticipate needs in a fast-paced corporate setting.

Key Responsibilities:

Churchill Administrative & Business Support (3 days/week)

• Provide day-to-day administrative and operational support to the Churchill business team onsite
• Manage executive calendars, schedule meetings, and coordinate conference room bookings and logistics
•  Prepare, submit, and track expense reports accurately and in a timely manner
•  Draft and distribute professional written communications, including meeting confirmations, follow-ups, and internal updates
• Coordinate catering and vendor services for internal meetings and business functions
• Manage executive travel arrangements (domestic and international), including flights, ground transportation, hotels, and detailed itineraries
• Assemble and prepare presentation and meeting materials (print, bind, email, upload, or ship) for client and prospect engagements
• Maintain accurate tracking of meetings, contacts, and notes within CRM (DealCloud) systems
• Coordinate guest registration with security and provide a professional greeting experience for visitors
• Handle incoming and outgoing mail and correspondence
• Act as a proactive gatekeeper for executive schedules, ensuring priorities remain aligned and deadlines are met
• Partner with affiliate executive assistants and administrative teams to ensure seamless coordination and coverage
• Support onboarding activities, including preparing orientation materials and providing office tours
• Conduct routine inspections of conference rooms to ensure technology and meeting readiness
• Assist with ad hoc projects, special initiatives, and additional administrative tasks as assigned

Workplace Services Support (2 days/week)

• Serve as the first point of contact for clients, executives, and visitors, delivering a warm, polished, and professional experience
• Maintain presentation, cleanliness, and readiness of shared office spaces, including reception, conference rooms, pantries, and work areas
• Prepare conference rooms before and between meetings, ensuring furniture alignment, supply availability, and technology readiness
• Provide reception and administrative support while anticipating needs and responding promptly and discreetly to requests
• Support planning and execution of executive meetings, client visits, and internal office events (including but not limited to Catering and Audio-Visual logistics)
• Collaborate with Facilities, Security, AV, and Catering partners to ensure seamless workplace operations
• Maintain working knowledge of office systems, reservations platforms, and basic office technology
• Monitor workplace standards and ensure consistent adherence to presentation and service expectations
• Follow all security, health, and safety protocols
• Perform additional duties to support overall workplace experience excellence           

Required Qualifications:

• Minimum of 3+ years of experience in administrative support, executive assistance, office management, or workplace services within a corporate environment
• Demonstrated experience supporting senior leaders or executives
• Strong proficiency in Microsoft Office (Outlook, Teams, Excel, Word) and calendar management tools
• Exceptional written and verbal communication skills with a high level of professionalism
• Strong organizational skills, attention to detail, and ability to manage multiple competing priorities
• Experience coordinating meetings, vendors, catering, and complex travel logistics
• Professional presence with strong attention to presentation standards
• Ability to maintain confidentiality and exercise sound judgment

Preferred Qualifications:

• Background in hospitality, concierge services, event planning, or high-touch corporate support environments
• Experience working in financial services or other client-driven corporate settings
• Familiarity with Concur, CRM (DealCloud) platforms, or similar expense and travel management systems
• Ability to anticipate needs, act proactively, and demonstrate strong initiative

Core Competencies:

• High-touch service mindset and professionalism
• Administrative excellence with strong follow-through
• Operational consistency and attention to detail
• Strong partnership and collaboration skills
• Proactive problem-solving and adaptability
• Effective time management and prioritization
• Discretion, sound judgment, and executive presence