Executive Coordinator

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.