Reports To

Vice President, Global Real Estate & Workplace Services

Supports

General administrative assistance to:

• VP of Global Real Estate and Workplace Services (REWS)

• Director of Global Projects

• Director of Global Security

• Director of Global Real Estate 

• And other senior leaders within the REWS organization as needed.

Primary Responsibilities 

Below is a description of the primary responsibilities of the REWS Operations Coordinator position. In addition, there are many ad hoc responsibilities that occur as needed.

• Administration and coordination of global team travel

  • Booking flights, ground transportation, and hotels

  • Assistance with VISA and other Entry/Exit requirements

  • Administration of expense reports

  • Coordinates and maintains Global PTO and Travel Calendars

• Communications

  • Leads department communications efforts

  • Utilizes REWSLetter and REWSlack for distribution of information

  • Posts weekly updates on REWSlack

  • Publishes the Quarterly REWSLetter

  • Provides coordination updates at weekly staff meetings

• Project Management

  • Oversight of special projects as assigned

  • Administers project meeting minutes as required

  • Oversight and administration of Alpha Drive (REWS digital filing system)

  • Assist administration and publication of Global Real Estate Project Update

• Administration of REWS Employee Engagement activities

• REWSLetter - Quarterly

• REWSLT Office Hours- Quarterly

• REWSlack - Regularly

• REWSummit - Semi Annually 

• REWSRetreat - Annually

• Glint Survey follow up and initiatives

• Other programs as needed

• Additional Responsibilities:

  • Central coordination for information services to the REWS team 

  • Maintains the Organization & Communications Structure (OCS)

  • REWS Training and Development Program

  • Monitor the Global Events Calendar 

  • Maintains the REWS Global Contact List

  • Maintains Global Facility Leads email distribution list

  • Maintains the Condé Nast Portfolio Report

  • Maintains Visual Lease system, working closely with Advance Legal

  • Develops presentation slide decks as needed

  • Follow up on Work Requests as assigned

  • Manages calendar for the VP of Real Estate & Workplace Services

  • Coordinate meetings across multiple time zones

  • Answer calls, emails, Slack, etc. and other duties as assigned

Skills and Qualifications

• 5 years relevant experience in workplace operations preferred

• Bachelor’s degree in a related field preferred

• Solid experience and understanding of facilities and security operations

• Self starter that requires little supervision and self directed

• Anticipates needs of supported leadership and a multitasker

• Global knowledge and familiar with complications of time zone management

• Excellent verbal and written communication skills

• Strong interpersonal skills and a proactive problem solver

• Solid time management and organizational skills

• Pay Range: $66,000 - $90,000