Executive Assistant & Business Coordinator

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Description

POSITION SUMMARY

The Executive Assistant & Business Coordinator provides comprehensive administrative support to the GDS Executive team while coordinating the day-to-day operations of the corporate office. This role blends traditional executive support with cross-functional coordination across Accounting and Marketing. The position requires a polished, proactive professional who can manage competing priorities, maintain a high level of discretion when handling confidential information, and serve as a trusted point of coordination across departments, vendors, and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

Executive and Office Coordination (Primary)

• Provides direct administrative support to the CEO & President and broader Executive team, including calendar management, travel coordination, expense reporting, and meeting preparation.
• Serves as the front-office point of contact for GDS - greets visitors, manages incoming calls and correspondence, and ensures a professional and welcoming office environment.
• Coordinates executive meetings, board prep materials, and offsite logistics; takes minutes as requested and tracks action items to completion.
• Coordinates day-to-day office operations including supplies, vendor relationships, facilities, mail and shipping, and conference room scheduling.
• Maintains strict confidentiality and exercises sound judgment in handling sensitive business, personnel, and financial information.
• Drafts, formats, and proofreads correspondence, presentations, and internal communications on behalf of the Executive team.

Marketing Support (Assist)

• Provides oversight of the company's social media posting cadence - coordinates with internal stakeholders and external agency partners to ensure content is timely, on-brand, and properly approved.
• Coordinates ordering, inventory, and distribution of GDS-branded swag, apparel, and promotional materials.
• Coordinates company events including customer appreciation events, trade shows, holiday gatherings, team functions, and community sponsorships - from logistics and vendor selection through day-of execution.
• Maintains the marketing supplies inventory and tracks event budgets in partnership with the VP of Sales and Marketing.

Accounting Support (Assist)

• Partners with the Financial Controller on day-to-day accounting tasks as needed, including AP/AR data entry, invoice processing, expense report review, and vendor onboarding.
• Assists with credit card reconciliations, receipt collection, and documentation to support month-end close.
• Helps maintain organized financial records and supports audit preparation activities.
• Coordinates with Human Resources on administrative items as requested.

Requirements

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Three or more years of progressive experience in an Executive Assistant or hybrid administrative/coordination role supporting senior leadership.
• Exceptional organizational skills with the demonstrated ability to manage multiple priorities across executives and functional areas.
• Strong written and verbal communication skills, with the ability to represent GDS professionally to internal and external audiences.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Demonstrated discretion and professionalism in handling confidential business, personnel, and financial information.
• Ability to work independently, anticipate needs, and take initiative without close supervision.
• Working knowledge of basic accounting workflows (AP/AR, expense management); prior experience with accounting software such as QuickBooks, NetSuite, or Sage preferred.
• Experience coordinating marketing activities, vendor management, or event planning preferred.
• Familiarity with business use of social media platforms (LinkedIn, Facebook, Instagram) preferred.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Bachelor's degree or equivalent combination of education and professional experience preferred.

A current driver's license is required as the individual may be required to drive either a company vehicle or their own vehicle to vendor locations, event venues, or company locations as business demands.

Personal Attributes

• Discreet: Operates with a high level of discretion and confidentiality. This role has frequent exposure to sensitive financial, personnel, and strategic information, and trustworthiness is non-negotiable. A Non-Disclosure Agreement, executed by both parties, is required.
• Resourceful: Finds answers and solutions without waiting to be told.
• Detail-oriented: Catches the small things before they become big things.
• Approachable: A natural connector across departments and external partners.
• Adaptable: Shifts gears smoothly between an executive's calendar, a vendor invoice, and a booth setup for a trade show