Executive Coordinator
Position Summary
The Executive Coordinator provides administrative, organizational, and coordination support to members of Kalyan Hospitality's executive leadership team. This position plays an important role in supporting daily executive operations, facilitating communication, coordinating meetings and activities, and assisting with various corporate initiatives.
Working collaboratively with and under the mentorship of the Executive Assistant, the Executive Coordinator will develop the skills, judgment, discretion, and organizational capabilities necessary to provide increasingly independent executive-level support.
The ideal candidate is proactive, detail-oriented, adaptable, and eager to grow professionally within a fast-paced, expanding hospitality organization.
Essential Duties and Responsibilities
Executive & Administrative Support Provide daily administrative support to the Chief Operating Officer and designated members of executive leadership. Assist with calendar management, appointment scheduling, meeting coordination, and travel arrangements. Prepare correspondence, presentations, reports, agendas, and other executive materials. Maintain organized electronic files, records, and confidential documents. Assist with expense reporting, document processing, and administrative requests. Anticipate routine administrative needs and proactively address them.
Communication & Coordination
Facilitate timely communication between executives, corporate departments, hotel teams, and external partners. Coordinate meetings, conference calls, appointments, and executive events. Prepare meeting materials, document action items, and assist with follow-up communications. Track assigned deadlines and outstanding requests to support timely completion. Serve as a professional and responsive point of contact for internal and external stakeholders.
Project & Departmental Support
Provide administrative and coordination assistance for corporate projects, development activities, and special initiatives. Maintain project schedules, documentation, trackers, and status updates as assigned. Assist with collecting information and preparing materials for executive review. Coordinate with department representatives to obtain requested information and documentation. Support corporate events, leadership meetings, training activities, and company initiatives. Assist with organizing and maintaining project-related files and records.
Executive Office Operations
Support the efficient daily operation of the corporate executive office. Assist in maintaining consistent administrative processes and organizational systems. Identify opportunities to improve administrative workflows and communication. Coordinate office-related activities and logistical needs as assigned. Provide additional support during periods of increased executive activity or special projects.
Professional Development & Executive Support
Work closely with the Executive Assistant to learn established executive support practices and expectations. Develop proficiency in executive calendar management, professional communication, prioritization, and confidential information handling. Demonstrate increasing independence, initiative, and sound judgment. Seek opportunities to improve efficiency, organization, and service to executive leadership. Participate in professional development and training opportunities as appropriate.
Qualifications & Experience
Two or more years of administrative, coordination, or professional office experience preferred. Experience supporting multiple leaders or working in a fast-paced corporate environment preferred. Hospitality, real estate, construction, or development industry experience is a plus.
Proficiency in Microsoft Office and Google Workspace. Strong written and verbal communication skills. Excellent organizational skills with the ability to manage multiple competing priorities. High level of professionalism, discretion, and confidentiality. Strong attention to detail and commitment to accuracy. Ability to work independently while recognizing when guidance or escalation is appropriate. Willingness to learn new systems, processes, and responsibilities.
Core Competencies
Organization & Prioritization: Effectively manages multiple assignments, deadlines, and changing priorities. Professional Communication: Communicates clearly, respectfully, and effectively at all organizational levels. Initiative & Resourcefulness: Recognizes needs, takes appropriate action, and seeks solutions. Discretion & Judgment: Handles sensitive information responsibly and understands professional boundaries. Adaptability: Remains flexible and productive in a dynamic environment. Collaboration: Builds productive working relationships and supports shared organizational goals. Accountability: Takes ownership of assigned responsibilities and follows through on commitments. Continuous Learning: Demonstrates curiosity, accepts feedback, and actively develops professional capabilities.
Performance Expectations
Success in this position will be demonstrated through:
Accurate, timely completion of assigned responsibilities. Effective coordination of executive schedules, meetings, and administrative activities. Strong communication and reliable follow-through. Consistent organization of information, documents, and assignments. Positive working relationships with executives and corporate team members. Demonstrated professional growth and increasing independence. Contributions to the efficiency and effectiveness of executive office operations.
Additional Responsibilities
This job description outlines the general nature and level of work expected of the position. Responsibilities may evolve based on organizational needs, business growth, and the employee's demonstrated capabilities.
