Operations & Administrative Coordinator

Midnight Sunday is a boutique creative and digital agency for luxury hospitality, partnering with some of the most recognized names in the field, including Waldorf Astoria New York, The Plaza, Raffles, and Fairmont. We're a small, high-performing team that runs lean, which is exactly why this role matters. We're hiring a part-time Operations & Administrative Coordinator to be the right hand to our COO and help keep the agency running day to day. You're the person who keeps the details moving so leadership can stay focused on clients and growth, the one who notices what needs doing and makes sure it happens. You support the COO directly and leadership broadly. What You'll OwnYou'll keep the day-to-day running and take on new tasks and projects as the agency grows. In practice, that looks like: Inbox & Communications Monitor shared inboxes, handle the routine, and route the rest. Track and organize new-business inquiries, and route them to the right owner. Draft and send internal announcements: holiday notices, team updates, and reminders. Keep an eye on the agency's digital touchpoints (website & socials) to flag anything that needs attention. Documents, Systems & Dates Prepare, send, and track DocuSigns through to signature. Keep the document library and shared drives organized and current, with old versions archived. Build and maintain simple trackers and logs (vendors, access lists, and the like).Maintain a database of key dates (contract renewals, term dates, insurance, registrations, software subscriptions), flagged well ahead so nothing lapses. Keep the shared agency calendar current with agency-wide and team dates. Culture & Team Support Coordinate gifting and recognition: clients, team, flowers, birthdays, and milestones. Help with onboarding logistics for new hires (equipment, accounts, and welcome setup).Coordinate team events, offsites, and celebrations as they come up. Order and manage supplies, swag, and client-facing materials. Finance & Vendor Support Collect and organize receipts and expenses for handoff to accounting. Track vendor invoices and payment reminders for accounting to action. Leadership Support Pull together simple research or options when leadership needs it (venues, vendors, tools).Prep and format documents, decks, or one-pagers from provided content. Book travel and logistics for leadership when needed. What You'll Bring Organized and detail-minded, with your own system for keeping many moving pieces on track. Proactive, you tend to notice what needs doing and close the loop on your own. Comfortable owning recurring responsibilities and making them your own. Comfortable with project management tools (we use ClickUp), and able to set up and run operational workflows as needs grow. Discreet and trustworthy with sensitive information. Reliably reachable during working hours, and quick to move on what's sensitive or time-critical. Working independently in a remote, part-time setup.2+ years in an operations, coordination, or senior administrative role.