Office Coordinator & Executive Assistant

Kensho is S&P Global's hub for AI innovation and transformation. With expertise in Machine Learning and data discovery, we develop and deploy novel solutions for S&P Global and its customers worldwide. Our solutions help businesses harness the power of data and Artificial Intelligence to innovate and drive progress. Kensho's solutions and research focus on speech recognition, entity linking, document extraction, automated database linking, text classification, natural language processing, and more.
Kensho is looking for a highly organized, proactive, and detail-oriented Office Coordinator & Executive Assistant to support our team in New York! This hybrid role is responsible for creating and maintaining a positive and welcoming work environment that aligns with Kensho values while providing administrative assistance to senior leadership. This position requires a high level of professionalism, discretion, and the ability to multitask effectively. Read on to learn more about this exciting opportunity to join our team!
Salary Range: $55,000 - $85,000
What you'll do here:
Office Management:

• Office Administration : Support and enable team members by managing office supplies, sorting mail, shipping supplies, assisting with office event planning, and maintaining company calendars (GSuite and Outlook).
• On-Site Availability : Able to be on-site in the New York office 3 days a week (subject to change) and a willingness to travel (<10>
• Facilities Management : Serve as the face of Kensho, ensuring a clean and functional workspace. Maintain office supplies and groceries, liaise with building management and cleaning services, and handle minor hands-on tasks (e.g., assisting with office setup).
• Technology & Equipment Support : Assist with office technology, including conference room setup and troubleshooting virtual platforms (Zoom, Google Meet, Microsoft Teams). Coordinate with IT as needed.
• Expense Management : Assist in managing the office supply budget (tracking) and handling monthly office-related expenses (Concur). Answer employee travel and expense inquiries (Citi Card) and manage any travel logistics that arise.

Executive Assistant:

• Calendar Management : Organize and optimize senior leadership calendars, balancing time-sensitive priorities and scheduling internal/external meetings.
• Travel Coordination : Arrange domestic and international travel, including flight bookings, hotel reservations, car services, visa logistics, and detailed itineraries.
• Communication Management : Serve as a point of contact for senior leaders, screening and managing emails, calls, and messages.
• Expense Reporting : Process and submit monthly travel and expense reports (Concur) for executives.

What you'll bring to the table:

• Strong organizational and multitasking skills with a bias for action.
• Ability to anticipate needs, think proactively, and execute efficiently.
• Clear, professional communicator with the ability to articulate ideas effectively, both verbally and in writing.
• A self-starter with the ability to work independently in a fast-paced environment.
• A friendly, service-oriented attitude with strong relationship-building skills.
• Discretion, sound judgment, and an eye for process improvement.

How to really get our attention:

• Exceptional interpersonal skills with the ability to connect with people at all levels.
• A proactive approach, always one step ahead in problem-solving.
• A strong service mentality-happiest when helping others succeed!
• Hands-on flexibility, comfortable with both big-picture planning and small daily tasks.
• Proficiency in Google Suite, Microsoft Office, and experience with tools like Canva (bonus).
• A background in hospitality or office coordination.

At Kensho, we pride ourselves on providing top-of-market benefits, including:

• Medical, Dental, and Vision insurance
• 100% company paid premiums
• Unlimited Paid Time Off
• 26 weeks of 100% paid Parental Leave (paternity and maternity)
• 401(k) plan with 6% employer matching
• Generous company matching on donations to non-profit charities
• Up to $20,000 tuition assistance toward degree programs, plus up to $4,000/year for ongoing professional education such as industry conferences
• Plentiful snacks, drinks, and regularly catered lunches
• Dog-friendly office (CAM office)
• Bike sharing program memberships
• Compassion leave and elder care leave
• Mentoring and additional learning opportunities
• Opportunity to expand professional network and participate in conferences and events

We are an equal opportunity employer that welcomes future Kenshins with all experiences and perspectives. Kensho is headquartered in Cambridge, MA, with an additional office location in New York City. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
Job ID: 314017
Posted On: 2025-03-25
Location: New York, New York, United States