Finance and Operations Coordinator

Orchestra is a full-service marketing-communications firm that offers clients unparalleled strategy, storytelling, and data science expertise. They are seeking a Coordinator for the Finance & Operations team who will provide administrative support to executives, manage schedules, and ensure efficient communication and project tracking.

Responsibilities

• Provide high-touch administrative and operational support to the Chief of Staff and two senior executives, 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, 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

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

Company Overview

Company H1B Sponsorship