About the Role We are seeking a highly organized and proactive Executive Coordinator to provide high-level administrative and operational support to executive leadership. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is a self-starter who thrives on organization, customer service, and supporting both internal teams and external stakeholders.
Key Responsibilities
Executive & Administrative Support
- Provide exceptional customer service by responding promptly and professionally to emails and phone calls.
- Manage a variety of administrative projects, ensuring tasks are completed accurately and on time.
- Maintain executive calendars, schedule meetings, coordinate appointments, and manage logistics.
- Respond to emails and messages on behalf of executive leadership as needed.
- Support leadership and staff with administrative, database, and organizational tasks.
- Prepare reports, presentations, meeting agendas, correspondence, and other executive communications.
- Maintain detailed records of communications, meetings, and organizational activities.
- Coordinate conference calls, virtual meetings, and meeting materials.
- Assist with vendor communications and track project progress and reporting.
- Support office operations and facility-related needs by coordinating with vendors when necessary.
- Complete additional administrative and operational projects as assigned.
Meetings & Event Coordination
- Prepare meeting agendas, reports, presentations, and supporting documents.
- Attend meetings, record minutes, and distribute follow-up materials.
- Coordinate logistics for meetings, conferences, and special events.
- Arrange travel, transportation, meeting spaces, registrations, itineraries, name badges, and presentation materials.
- Assist with planning events, coordinating guest speakers, preparing awards, menus, scripts, and other event details.
- Provide logistical support for both internal and external meetings and organizational events.
Qualifications
Education & Experience
- Bachelor's degree preferred, or equivalent combination of education and relevant professional experience.
- Several years of experience supporting senior executives or serving in a high-level administrative role.
Technical Skills
- Proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, Calendars, and Tasks.
- Strong data entry and data management skills with exceptional accuracy.
- Experience with Adobe Creative Suite or Adobe Acrobat.
- Experience with project management software is a plus.
- Ability to quickly learn new software platforms and internal systems.
What We're Looking For
- Exceptional customer service and relationship-building skills.
- Outstanding verbal and written communication abilities.
- Highly organized with strong attention to detail.
- Ability to manage multiple priorities while meeting deadlines.
- Experience coordinating projects and collaborating across teams.
- Strong interpersonal skills with a positive, adaptable, and professional attitude.
- Ability to work independently while supporting executive leadership and organizational initiatives.
- Willingness to assist with meetings, events, and special projects as needed.