Office & Experience Coordinator

About the role

This position suits someone who believes a workplace should do more than operate smoothly — it should leave people with a strong, positive impression. As the Office & Experience Coordinator for Airtree’s Sydney office, you’ll be the person who sets the tone for every guest visit, keeps key meetings perfectly prepared, and helps the team feel genuinely looked after through thoughtful day-to-day details.

You’ll report to the Executive Assistant and partner closely with the EA and Platform team. The role combines reception and hospitality, workplace and facilities support, event coordination, employee experience, and administrative assistance for one senior executive. The work is varied, hands-on, and central to the office experience.

You’ll be operating at the heart of Australia’s startup community, regularly interacting with founders, investors, and operators. Airtree is looking for someone who takes ownership, enjoys high standards, and is motivated by creating an exceptional environment for others. The office is in Surry Hills, Sydney, and the role requires being onsite five days per week.

Guest experience and first impressions

• Act as the professional, welcoming presence for founders, investors, and all office visitors.
• Prepare and manage meeting rooms from start to finish so they are ready for important discussions.

Office operations and facilities

• Maintain a polished, well-presented office at all times.
• Arrange weekly orders for food, snacks, fruit, and groceries.
• Organise weekly team lunches and internal catering needs.
• Coordinate with facilities, maintenance teams, suppliers, and other service providers.

Events and community

• Assist the Platform and Investment teams with guest experience and event setup.
• Track and manage swag and branded merchandise inventory.

People and employee experience

• Support employee experience moments such as onboarding, birthdays, anniversaries, milestones, and other meaningful touches.
• Lead office improvement initiatives and keep standard operating procedures current.

Executive support

• Help coordinate schedules across multiple people for company-wide events and team planning.
• After settling into the role, provide direct EA support to one senior executive, including calendar management, meeting coordination, travel arrangements, and general administrative help.

Experience and requirements

• 2 to 4 years of experience in hospitality, events, workplace experience, office management, or another high-performance client-facing environment.
• Background in executive assistant, personal assistant, or senior administrative support work, with responsibility for supporting a senior executive and coordinating schedules across a team.
• Strong organisational ability and confidence managing several priorities without losing track of details.
• Comfort working with suppliers, vendors, and external service providers.
• Working knowledge of Google Workspace, Slack, and Notion, with curiosity about AI tools.
• Previous exposure to a fast-moving startup, technology business, or venture capital environment is a plus.

Personal attributes

• You care deeply about the quality of your work and naturally notice the small details.
• You are proactive and tend to act before being asked.
• You bring a warm, positive presence to every interaction.
• You move quickly while still maintaining high standards.
• You handle uncertainty well and are comfortable in a changing, fast-paced environment.
• You enjoy making things run smoothly for the people around you.
• You are curious about technology, AI, and emerging tools.

Benefits

• 5 weeks of leave in total, made up of 4 weeks of annual leave plus 1 additional week for lifestyle and wellbeing.
• 16 weeks of paid parental leave, along with a flexible return-to-work program.
• An annual budget to support learning, training, and self-development.
• Health and wellbeing support such as EAP, mental health first aid training, skin checks, flu vaccinations, and related benefits.