Office & Executive Operations Coordinator

Location: Quincy,Massachusetts,United States

ABOUT MAGELLAN JETS:

Founded in 2008 and now one of the largest private aviation providers, Quincy, MA-based Magellan Jets is a premier provider of private aviation solutions, offering a comprehensive range of Jet Card ownership, On-Demand Charter, and Aircraft Sales and Management. With a focus on personalized service, Magellan Jets is dedicated to delivering customized and unparalleled flying experiences to its Private Clients worldwide. Magellan Jets and its FAA-certificated Flight Operations team lead one of the industry’s most comprehensive safety management systems and protocols providing peace of mind to the most discerning travelers.

POSITION SUMMARY:

Magellan Jets is seeking a highly organized, proactive, and service-oriented Office & Executive Operations Coordinator to support the day-to-day operations of our headquarters and provide administrative support to members of the Executive Team.

This role is ideal for someone who thrives in a fast-paced, in-office environment and enjoys balancing workplace operations, employee experience, and executive support. You will serve as a central point of contact for employees, visitors, and vendors while ensuring the office runs smoothly, efficiently, and professionally at all times.

This role supports three key areas of the business: 50% of your time in Office & Facilities Operations, 30% of your time on Executive Support and 20% of your time on Employee Experience & Culture.

ESSENTIAL FUNCTIONS:

Workplace & Office Operations:

• Maintain office supplies, kitchen inventory, and equipment; proactively reorder as needed
• Ensure all shared spaces (conference rooms, kitchen, common areas) are clean, organized, and guest-ready
• Troubleshoot office equipment and coordinate with IT or facilities vendors for repairs
• Manage incoming calls and direct inquiries appropriately
• Oversee office access, security protocols, and opening/closing procedures
• Coordinate mail, shipping/receiving, and deliveries

Employee Experience and Culture Champion:

• Plan and coordinate bi-monthly company lunches, including catering and dietary accommodations
• Manage weekly snack and beverage ordering based on employee preferences and budget
• Support planning and execution of team events, celebrations, and internal engagement initiatives
• Coordinate milestone gifts (e.g., weddings, new babies, anniversaries)
• Partner with internal teams to promote company initiatives, volunteer events, and employee programs
• Support onboarding by preparing workspaces and welcome materials for new hires

Vendor & Facilities Management:

• Serve as the primary point of contact for building management and third-party vendors
• Coordinate routine maintenance, repairs, and workplace improvements
• Manage vendor relationships related to office services and supplies
• Support enforcement of workplace safety protocols in partnership with internal leadership

Executive Support:

• Provide calendar and scheduling support for select members of the Executive Team
• Help prioritize schedules, reduce conflicts, and ensure leaders are prepared for meetings
• Maintain organized documentation, records, and administrative materials
• Assist with preparation for meetings, presentations, and internal communications
• Welcome clients and guests; support office tours and executive visits

COMPETENCIES:

Knowledge & Experience:  

• 2-4 years of experience in office coordination, administrative support, or workplace operations
• Experience working in a professional, fast-paced office environment
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Teams, Excel, Word) or Google Workspace
• Experience managing calendars or scheduling for multiple stakeholders
• Experience supporting senior leaders or executives preferred
• Familiarity with vendor coordinator and facilities management

Skills:  

• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Comfortable with Microsoft Office Outlook, Teams, Excel, Word and/or Google Workspace
• Experience managing executive or multiple calendars daily

Abilities:  

• Ability to work independently and collaboratively
• Comfortable working in a dynamic and fast-paced environment
• Disc