Coordinator, Executive Team

Department: Executive Location: Washington, DC FLSA Status: Non-Exempt Travel: 0% Reports To: Chief Administrative Officer/Chief of Staff Version Date: November 2026

Summary:

The Coordinator, Executive Team provides day-to-day administrative and logistical support for the team, helping leaders stay organized, prepared, and focused on AIPAC’s priorities. Primary responsibilities include managing calendars and travel, coordinating meetings, processing expenses, preparing materials, and supporting daily office operations. The role also provides administrative and coordination support for special projects as assigned. This position requires exceptional organizational skills, attention to detail, responsiveness, and the ability to manage competing priorities. The Coordinator interacts regularly with senior leaders, staff, Board members, and external partners and must demonstrate professionalism, sound judgment, and the highest level of discretion when handling confidential information.

Job Duties & Responsibilities:

Executive and Administrative Support

• Proactively manage calendars for Executive Team members, scheduling meetings and calls, resolving conflicts, and anticipating scheduling needs.
• Arrange travel, including transportation, accommodations, and detailed itineraries, prioritizing advance booking and cost-effective options.
• Prepare and submit timesheets and expense reports accurately and on time.
• Respond to and route requests promptly and professionally.
• Serve as a point of contact for the Executive Team, welcoming guests and coordinating with staff, Board members, lay leaders, and external partners.
• Maintain organized electronic and paper files, contact lists, and administrative records.
• Coordinate signatures and routing for organizational and contractual documents.

Meeting and Operational Coordination

• Coordinate logistics for in-person and virtual meetings, including scheduling, invitations, room reservations, catering, technology, and materials.
• Prepare, organize, copy, and distribute agendas, presentations, and other meeting materials, as requested.
• Partner with Facilities and IT to ensure meeting spaces and technology are ready.
• Take meeting notes, track action items, and coordinate follow-up as requested.
• Help maintain efficient day-to-day operations by anticipating needs and following through on administrative details.

Special Project Support and Coverage

• Provide administrative and logistical support for special projects as requested.
• Support project execution by scheduling meetings, organizing materials, maintaining trackers, and following up on deadlines and deliverables.
• Serve as backup to the Special Assistant to the Executive Team and Senior Director, Office of the CEO and Executive Operations regarding travel, meetings, and other administrative support as needed.
• Perform other duties as assigned.

Qualifications & Skills:

• College degree or equivalent preferred.
• Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint).
• Ability to quickly learn and master various organizational and technology systems.
• Flexible and adaptable, able to change direction as needed.
• High level of integrity and professionalism, able to handle confidential information with utmost discretion.
• Top-notch communication skills, able to express ideas in writing and verbally with professionalism and finesse.
• Self-directed. Can work independently, and prioritize workload, making sound decisions based on executive’s priorities and preferences.
• Highly organized, able to juggle multiple projects and responsibilities, and maintain information systems.
• Proactive and confident, takes the initiative to anticipate needs, prevent issues before they arise, and creatively solve problems.
• Upbeat and energetic, enjoys working in a fast-paced environment, and motivated by getting things done. Proven ability to work well with others; must be a good team player.
• Ability to work 9:00 am to 6:00 pm with overtime as requested.

AIPAC is offering a competitive market base salary between $60,000 and $70,000 for the position. A job offer within the range will depend on how closely a candidate’s skills and experience match the role’s requirements. AIPAC also offers a competitive and comprehensive benefits package that contributes to employees’ overall total compensation package.

Note that we currently follow a hybrid schedule with three days in our offices and two days working remotely.

Please use your legal name when completing the employment application (no nicknames).

This job description is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and AIPAC reserves the right to change this job description and/or assign tasks for the employee to perform, as deemed appropriate.