The Role at a Glance

The Office & Events Coordinator owns the systems, schedules, and relationships that make every client experience possible: keeping the calendar accurate, the office prepared, the right people informed, and the external partner network warm. 

Working across the business, this role ensures the function operates with the same consistency and precision under pressure as on the quietest days. It is a role that thrives in the background: connecting teams, maintaining the systems that others depend on, and building the operational relationships that keep everything moving smoothly.  

Creating the Magic

As the Office & Events Coordinator, you will: 

• Own the Office, VIP, and events calendar, coordinating and communicating across teams to ensure every booking, tour, and appointment is planned, staffed, and prepared, with conflicts and risks caught and resolved before they reach the guest. 
• Build and maintain the personal shopping schedule, adapting in real time to callouts and shifting business needs so every appointment is covered by the right person and no VIP guest ever arrives to find an experience that isn’t ready for them. 
• Manage the office and workspace infrastructure, overseeing room bookings and ensuring every space is consistently prepared and ready so that every meeting and visit starts with credibility. 
• Lead the production of decks and materials, establishing the standards and templates that ensure every output is polished and consistent, and sets the right tone before anyone says a word. 
• Maintain the corporate event and visit calendar, ensuring every confirmed meeting, external visit, and key trading date is tracked and communicated so the business is always prepared and never caught off guard. 
• Act as the coordination hub between VIP, Events, and the wider business, maintaining a regular presence with the store team and ensuring the right information reaches the right people at the right time so the function always operates as a single, cohesive team. 
• Support senior leaders with ad hoc projects by coordinating logistics and preparing materials so priorities keep moving and nothing stalls because of missing information or preparation. 
• Build and maintain the processes and documentation that underpin the VIP function, developing shared workflows and information systems to drive consistency and make the team more effective. 
• Handle sensitive and confidential information with discretion, earning the trust that comes with access to the most sensitive details of the business and its most valuable relationships. 
• Provide seamless coverage across client intake and the booking platform, ensuring the function never misses a beat and that every client interaction meets the same elevated standard, regardless of who is behind it. 
• Build and maintain relationships with building management, corporate partners, and key operational contacts, ensuring the function has the access, support, and goodwill it needs to operate without friction. 
• Support the preparation and delivery of VIP events and experiences on the ground, handling physical setup, materials, and logistics so every moment lands as intended, and nothing disrupts the guest experience

What Success Looks Like

You’re doing well in this role when: 

• Every VIP guest arrives to exactly what they were promised: the right host, the right setup, and an experience that feels effortless from the very first moment. 
• The wider business is never caught off guard: meetings are prepared for, visits are on the calendar, and the right people always have the information they need before they need to ask. 
• The personal shopping team starts every day with a clear, well-built schedule that reflects business priorities and leaves nothing to chance. 
• Operational relationships with building management and corporate partners are proactively maintained, so the function always has the access and support it needs without having to chase. 
• The VIP function runs consistently, with every client interaction handled to the same elevated standard every time. 
• Senior leaders trust this role to move projects forward without hand-holding, and priorities never stall waiting on coordination or preparation. 
• The processes and documentation underpinning the VIP function are cleaner, more consistent, and actively used by the team rather than worked around. 
• Sensitive information is handled with complete discretion, and senior leaders trust this role with access to confidential details without hesitation. 
• The office and workspace always make the right impression: rooms are ready, materials are prepared, and nothing is left to improvise.

This role aligns with Level IC3 in our Career Framework, reflecting specialist ownership of the systems, processes, and relationships that underpin the VIP function, with the autonomy to coordinate across the business and the judgment to act independently in a high-trust environment. 

What You’ll Bring

You don’t need to have done this exact role before, but you do need the organization, judgment, and presence to own it with confidence from day one. 

• 2–4 years of experience in a coordination, administrative, or operations role in a premium, client-facing, or events environment. 
• Exceptionally organized with meticulous attention to detail, able to keep multiple systems accurate and conflicts resolved across several workstreams simultaneously. 
• Sound judgment and the confidence to triage, prioritize, and act independently, knowing when to resolve and when to escalate. 
• A natural relationship builder, able to establish trust and credibility with external partners, internal teams, and senior stakeholders alike. 
• Composed and polished in any setting, able to represent the brand with confidence whether supporting a high-profile visit or managing a day-to-day request. 
• Technologically fluent and quick to learn new systems, comfortable working across booking platforms, productivity tools, and office software. 
• Flexible availability including evenings, weekends, and peak retail periods as required.  
• A background in premium hospitality, events, or VIP retail goes a long way here. 

This job description should not be construed to contain every function/responsibility that may be required to be performed by this role. Employees are required to perform other related functions as assigned. 

The Perks of Play

Because Magic should be rewarding. 

• Competitive hourly pay 
• Generous bonus structure 
• Medical, Dental, and Vision Plans  
• Paid time off 
• Paid & Unpaid Sick Time 
• Team member discount  
•  Commuter benefits  
• 401k match 
• Opportunities for growth 
• Training that builds confidence, skills, and product knowledge 
• A workplace that celebrates creativity, individuality, and joy

Our Commitment  

FAO Schwarz is proud to be an inclusive workplace where everyone feels welcome to bring their full selves to work. We believe diverse perspectives make the magic stronger, and we are committed to creating an environment where everyone can thrive.