Pitcairn's innovative Shared Single-Family Office model provides unparalleled service to wealthy families and other family offices. Since the firm's founding in 1923, Pitcairn has helped ultra-high-net-worth families and its members navigate the individual, interpersonal, and institutional challenges that come with wealth. We understand multigenerational family wealth in a way that few other wealth advisory firms do. Our comprehensive family office services include investment advisory, tax, trust and estate planning, risk management, philanthropy, household-level financial services, as well as family education and family governance support. PRIMARY FUNCTIONThe Experience Coordinator is responsible for delivering the Pitcairn Experience through interaction and communication with clients, guests, and employees of the firm. Provide personalized and anticipatory service to ensure an atmosphere that is warm and inviting and to ensure efficient day-to-day facility operations. This position also delivers administrative support to the Experience Manager/Executive Administrator. This part-time position typically involves working up to 24 hours per week from Tuesday through Thursday. However, flexibility is essential, as adjustments may be required to accommodate internal and external events and meetings.RESPONSIBILITIESHospitality Services:
- Provide superior and consistent client/guest service experiences that exemplify the firm's core values and represent the firm's brand to ensure a positive experience.
- Welcome clients/guests, ascertain the nature of business, assist, and/or direct to appropriate personnel.
- Support the Experience Manager/Executive Administrator by providing concierge services to clients/guests in our NY office.
- Organize a consistent experience for client, prospect, and internal meetings, including but not limited to, securing conference rooms, operating audio-visual equipment, and catering services.
- Monitor and maintain the conference rooms, kitchenette, and other general office spaces to ensure a welcoming experience.
- Maintain current knowledge of transportation, community activities, local attractions, restaurants, catering services, etc. in the NY area.
Facility Management Services:
- Responsible for office management, including consulting with building management, maintenance, projects, renovations, relocations, and vendor coordination.
- Manage and oversee the office management ticketing portal.
- Address employee issues related to physical working conditions and/or office support services, and act upon requests promptly.
- Support onboarding and off-boarding processes for building access and assignment of employee office seating.
- Maintain office supply inventory.
- Process incoming and outgoing mail, and UPS/FedEx packages.
Administrative Services:
- Provide administrative support, as needed, to the Executive Administrator concerning calendar and meeting management, scheduling travel, creating itineraries, completion of expense reports, and other administrative tasks for the Executive Leadership team.
- Perform other duties and ad hoc projects as assigned.
EDUCATION/EXPERIENCE
- Degree or equivalent certification in hospitality management, business administration, or related field preferred.
- Proven working experience in the hospitality field and experience as an administrative assistant and/or office manager.
- Proficient in Microsoft Office Suite, specifically Excel, Word, and PowerPoint.
- Proven ability to plan and organize.
DESIRABLE ATTRIBUTES
- Outstanding interpersonal and communication skills (both written and verbal)
- Team player with a positive and friendly manner; takes pride in helping others.
- Highly responsible and reliable, with a professional presentation
- Embraces technology and possesses guest services orientation and drive.
- Strong organizational skills and attention to detail.
- Self-motivated with a sense of urgency and accountability.
- Ability to multi-task and work in a fast-paced energetic environment.
- Demonstrate independent judgment and excellent problem-solving skills.
Pitcairn is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to their race, color, religion, ancestry, national origin, sex, gender identity, sexual orientation, age, disability, marital status, domestic partner status, status as a parent, or medical condition. Pitcairn complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Company has facilities. As an investment advisor, employees of Pitcairn may be subject to certain limitations on personal investment activities.