Thinkingbox

Office Coordinator - Stern Partners

Reposted 19 Days Ago

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Vancouver, BC

In-Office

50K-60K Annually

Senior level

AdTech • Marketing Tech

The Role

The Office Coordinator manages office operations, supports executive travel, organizes events, and maintains an efficient work environment for the executive team.

Summary Generated by Built In

About Stern Partners

Stern Partners is a Vancouver-based investment firm with a diverse portfolio of operating companies across a wide range of industries. Our culture is grounded in long-term relationships, operational excellence, and a commitment to integrity and performance.

We are seeking a proactive and highly organized Office Coordinator to provide dedicated support to the President and executive team. This is a hands-on role in a professional, confidential environment where you will manage day-to-day office operations, assist with executive travel and events, and anticipate needs to make the leadership team’s day run more smoothly.

Key Responsibilities

Office Administration & Paper-Based Filing
Manage both physical and electronic filing systems for highly confidential documents.
Handle printing, scanning, and filing with precision and discretion.
Ensure the office remains organized and professional at all times.
Executive & Travel Support
Coordinate complex travel arrangements for executives, including comparisons, bookings, upgrades, boarding passes, and real-time updates.
Support personal assistant-style tasks for the President (e.g., errands, reminders, renewals, personal scheduling).
Anticipate executive needs and take initiative with a “what can I do for you?” approach.
Events & Office Culture
Plan and execute office events such as holiday parties, team lunches, and special celebrations.
Manage ordering of office, kitchen, and event supplies.
Liaise with vendors and building management as needed.
Daily Office Coordination
Greet guests and maintain a welcoming, professional environment.
Track and replenish office supplies.
Provide support with onboarding logistics and day-to-day operational needs.

Qualifications

5+ years of experience in administrative, office coordination, or executive support roles.
Strong organizational and time management skills; thrives in a paper-heavy environment.
Proven experience coordinating complex executive travel.
Discretion and professionalism with handling confidential information.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and general office technology.
Event planning and office culture-building experience.
A proactive, service-oriented mindset: constantly anticipating and offering support.
Familiarity with the private equity or investment world is an asset.

Equal Opportunity

At Stern Partners, we are committed to fostering an inclusive and respectful workplace where every individual feels valued and supported. We believe that diverse perspectives and experiences strengthen our team and contribute to better decision-making and long-term success. We welcome applicants of all races, ethnicities, genders, identities, abilities, ages, sexual orientations, and backgrounds to apply.

To Apply

Thank you for your interest in joining Stern Partners. Please submit your resume as part of your application. While we appreciate the time and effort taken to apply, only those selected for an interview will be contacted. Due to the high volume of applications we receive, we are unable to respond to everyone individually; however, we will keep your information in our database for consideration for future opportunities.