Operations Coordinator

ABOUT ORCHESTRA

Orchestra is a strategic communications and marketing company built for today’s complex and fragmented world. From decoding audiences to designing bold strategies, Orchestra integrates people, platforms, and stories that stick to help clients build lasting influence. The company offers programs that span from the highest level strategic business counsel through to tactical execution. Orchestra brings together 700+ people with experience across consumer and lifestyle, technology, nonprofit and philanthropy, real estate, sports, travel, hospitality, and more. Made up of leading firms BerlinRosen, Civitas Public Affairs Group, Derris, Glen Echo Group, Inkhouse, M18, Message Lab, Onward and Small Girls PR. It also launched Brightmode, a talent acquisition firm for communications professionals, and Versus Media Group, a strategy-first political media team. Learn more at www.orchestraco.com.

People of all backgrounds and abilities are strongly encouraged to apply. Orchestra is committed to building and maintaining a diverse staff, and recognizes that its continued success depends on hiring and retaining high-quality creative professionals with a variety of backgrounds and experiences. Opportunities for advancement exist, and we are committed to helping all staff develop and grow.

ABOUT THIS ROLE

Orchestra is seeking an Operations Coordinator to join our Central Function teams. This role is perfect for someone who’s just as comfortable collaborating with a team as they are with working independently. The ideal candidate is highly organized, detail-oriented, and can juggle multiple priorities without losing momentum when things shift. You have strong interpersonal skills, exercise sound judgment, communicate with clarity and thoughtfulness, and thrive in a fast-paced environment with tight deadlines. 

Role location: This role is based in our New York, N.Y. office on a hybrid basis, 3-4 days per week. 

ACCOUNTABILITIES & QUALIFICATIONS

As an Operations Coordinator on a Central Function team, you will…

• 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

Essential skills:

• 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 skills:

• Familiarity with AI-powered productivity tools (e.g., Sana, Gemini, ChatGPT) and project management platforms (e.g., Monday, Asana)

WORKING AT ORCHESTRA

Salary (commensurate with experience and skills): $65,000-$80,000

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Orchestra is the first communications company built for today’s media landscape. Since 2022, it’s acquired nine firms, including: BerlinRosen, Civitas Public Affairs Group, Derris, Glen Echo Group, Inkhouse, M18, Message Lab, Onward and Small Girls PR. It also launched Brightmode, a talent acquisition firm for your communication professionals. Learn more at: www.orchestraco.com.

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