Intake Notes — Workplace Experience Coordinator - Scheduling
Work Type
- Onsite — 5 days/week, full-time
- Hours: 8:00 AM – 4:30 PM, with 30-minute lunch
- Location: San Francisco office
Contract Details
- Duration: One-year contract
- Extension/Conversion: Potential to extend
Interview Process
- Number of Rounds: 3, 30 minutes each
- Round 1 — Google Meet
- Round 2 — Google Meet
- Final Round — Onsite
Role Character
- Highly organized
- Clear communication/diplomatic
- Calendar ownership
- Conflict Resolution
- Looking for a seasoned candidate.
Required Skills
- Strong knowledge and hands-on use of Google Calendar and Slack.
Workplace Experience Coordinator - Scheduling
We are hiring a Workplace Experience Coordinator - Scheduling to join Anthropic and own the day-to-day calendar for internal meetings held in our Executive Business Center (EBC) and amenity spaces at our headquarters. You will be the go-to person for employees and administrative teams who need to book space: taking in requests, matching meetings to the right rooms, resolving conflicts, and making sure each room is set up and ready before the meeting starts. You will also support the hospitality team with event setup, space upkeep, and programming, and step in as backup front desk coverage when needed. The ideal candidate has scheduling, administrative, or event coordination experience, is highly organized, and communicates clearly and diplomatically while managing a busy shared calendar with frequent changes.
About Anthropic
Anthropic's mission is to create reliable, interpretable, and steerable AI systems. We want AI to be safe and beneficial for our users and for society as a whole. Our team is a quickly growing group of committed researchers, engineers, policy experts, and business leaders working together to build beneficial AI systems.
Responsibilities:
- Meeting Scheduling: Own the booking queue for internal meetings in the EBC and amenity spaces. Take in requests, confirm timing, headcount, and room fit, place bookings on the room calendars, and send confirmations to meeting hosts and their administrative partners
- Conflict Resolution: Review the calendar daily and a week ahead to catch double bookings, missing turnover time, and poor room fits. Work with the Workplace Experience Lead and Administrative teams to reshuffle, offer alternatives, and manage holds, cancellations, and recurring bookings
- Day-of Coordination: Prepare the daily meeting schedule, pass setup and technology needs to Facilities, AV/IT, and hospitality teammates, confirm each room is ready before its start time, and adjust quickly when meetings run long, move, or are added last minute
- Stakeholder Communication: Serve as the primary point of contact for meeting hosts and administrative teams on space availability, booking lead times, and space guidelines, and keep them informed of any changes to their bookings
- Event Support: Assist with room setup and breakdown according to specifications, ensuring all technology, furniture, and amenities are properly configured
- Space & Facility Upkeep: Perform regular walk-throughs of meeting rooms and amenity spaces, resetting rooms between bookings, restocking supplies, and partnering with the Facilities team on cleanliness and maintenance needs
- Program Assistance: Support Experience Enrichment programming by placing classes and sessions on the calendar and helping with classroom setup and registration
- Administrative Support: Keep booking records and room-usage notes current, help document scheduling procedures, and help the Workplace Experience Lead organize information for monthly reports
- Front Desk Backup: Provide backup coverage at the EBC front desk during the Front Reception Coordinator's breaks, lunches, and time off (greeting and checking in guests, issuing badges, receiving deliveries). This is a secondary responsibility; scheduling remains the priority
Physical Requirements:
This is an on-site role. Most of the day is desk-based, but the role also supports room resets, events, and front desk coverage. Candidates must be able to:
- Lift and carry up to 25 pounds repeatedly when needed (e.g., chairs, cases of beverages, and event supplies)
- Remain on your feet for up to 3 hours per day while resetting rooms, supporting events, or covering the front desk
- Move throughout the building regularly between the desk, meeting rooms, and amenity spaces
You may be a good fit if you:
- Have 2-3 years of experience in scheduling, administrative or executive support, event coordination, or workplace operations
- Have owned a shared calendar or room booking system and are comfortable handling a steady stream of requests, changes, and cancellations without letting anything drop
- Are highly organized and detail-oriented, think a day and a week ahead, and tend to spot conflicts, room-fit issues, and missing setup details before they become problems
- Communicate clearly and promptly in writing and in person, and can diplomatically say a room is not available while offering a workable alternative
- Work well with executive assistants, administrative teams, Facilities, AV/IT, and Security, and know when to escalate to the Workplace Experience Lead
- Are proficient with Google Calendar or Outlook and Google Workspace or Microsoft Office, and pick up room booking and visitor management tools quickly
- Can autonomously complete large portions of work scoped by others, and show initiative in solving issues and recommending process improvements
- Are happy to step away from the desk to reset rooms, support events, or cover the front desk, and provide warm, professional service when you do
- Meet the physical requirements above
- Are open to feedback, ask thoughtful questions, and are eager to grow within workplace experience
- Raise concerns about safety and ethics when appropriate
Strong candidates may also:
- Have scheduled meeting or event space at a corporate office, executive briefing center, hotel, or conference center
- Have experience supporting executives or partnering closely with executive assistants
- Have used room booking or visitor management systems, built simple trackers in Sheets or Excel, or documented or improved a scheduling process
- Have experience in technology companies or fast-paced environments
- Have front desk or reception experience, or hospitality certifications or coursework