Executive Coordinator

The Executive Coordinator supports the operations and workflows of a busy cross-discipline executive team and serves as the liaison to the C-suite Executives and their internal/external teams. Candidates must have exceptional organization and communications skills, be flexible yet thorough, and possess the ability to manage multiple tasks efficiently while maintaining the highest level of confidentiality.

• Supports 3-4 Executives in daily operations; prepares for meetings and maintains dynamic schedule and all aspects of the C-Level executives’ calendars, including scheduling meetings with internal and external teams, agencies, and partners.
• Coordinates domestic and international travel itineraries not limited to flights, accommodations, and transportation.
• Maintains functional activity and project calendar that includes key events and deliverables by managing deadlines, tracking progress, and ensuring prompt completion of tasks.
• Tracks financials, processes invoices, and manages and produces corresponding reports.
• Collects and analyzes data for functional meetings and compiles corporate documents, records, and reports.
• Composes and prepares confidential correspondence, handling sensitive information with discretion.
• Serves as a primary point of contact for inquiries related to the executives supported.
• Organizes and attends the departmental meetings and drive relevant follow-up activities.
• Anticipates needs and proactively prepares materials for meetings, including agenda; books conference rooms, arranges catering, and collaborates with IT to initiate technology requirements for major meetings.
• Coordinates various events such as high-level business dinners, board meetings, and team-building activities.
• Maintains an organized and efficient office environment.
• Lends general support to various ad hoc projects; supports the objectives of the department by performing a variety of activities that help maintain and improve functional group processes, programs and/or services.

• 7+ years providing administrative/executive assistant support to C-Level Officers a must.
• Associate’s degree / executive assistant certification preferred.
• Superior interpersonal and communication skills with internal leaders and external stakeholders
• Strong organizational and time management skills
• Excellent written, editing and accuracy skills with precision and attention to detail.
• Ability to independently prioritize, take initiative, and manage multiple tasks in a fast-paced environment.
• Capability to work with cross-functional teams and team members at all levels within the organization including senior leadership.
• High-level proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software required
• Strong project/process management skills.