Executive Coordinator

ABOUT THE POSITION:

The Executive Coordinator serves in a unique, versatile role helping the organization do work more effectively and deliver results. As a trusted parter, they provide direct support to the President & CEO, Board of Directors, and Senior Leadership, and are deeply involved in both day-to-day work and long-range, strategic initiatives. In this highly visible role, they serve as a key point of coordination across the organization, ensuring effective communication, seamless meeting and event execution, and successful follow-through on projects and strategic initiatives. They manage complex schedules and logistics, coordinate Board and committee activities, prepare reports and presentations, and handle sensitive information with discretion and professionalism.

WHAT ARE THE RESPONSIBILITIES OF THIS POSITION?

• Provides a variety of technical and routine administrative support to the CEO, Senior Leadership Team, and Board of Directors, practicing independent judgment and discretion in handling sensitive, confidential, and strategic business information.
• Plans, organizes, and schedules meetings and other special events for the CEO, which could include coordinating organization-wide meetings and other company events. This includes researching available options, handling logistics, and hiring vendors, if applicable.
• Organizes meetings for Board of Directors and its Committees, including scheduling, logistic support, sending reminders, and coordinating meeting materials. 
• Assistance with management of the online Board management platform, as well as distributing communications to Board members. 
• Researches, compiles, and analyzes data for Company projects. Prepares a variety of reports, such as monthly strategic plan performance measures, and others on request. 
• Leverages expertise in desktop software with strong editing skills to develop, prepare, and review documents, presentations, and reports. Provides input and makes recommendations. 
• Organizes special projects and cross department initiatives, coordinating resources and activities, and communicating status to stakeholders.
• Facilitates coordination among Senior Leadership team, including preparing weekly meetings, agendas, and documenting follow up on actions and decisions.
• May support Company's records retention program by coordinating recordkeeping practices across departments, maintaining physical and electronic filing systems, managing offsite storage and retrieval services, and ensuring compliance with applicable retention requirements and internal policies.
• May support internal communications efforts by sharing key internal information with employees or assist with preparing communication drafts.

WHAT ARE THE REQUIRED SKILLS FOR THIS ROLE?

• Progressive responsibility with administrative, executive support, project coordination, or related experience, preferably supporting senior executives, governing boards, or leadership teams.
• Exceptional organizational skills with strong attention to detail and accuracy. 
• Ability to manage multiple assignments simultaneously and adapt to changing priorities.
• Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization and with external stakeholders. 
• Demonstrates initiative and anticipate needs, identify issues, and proactively develop solutions. 
• Excellent meeting and event planning skills, including coordinating logistics, materials, travel, and vendor relationships. 
• Strong project coordination and follow-through skills, ensuring tasks and action items are completed on time. 
• Ability to gather, analyze, and summarize information from a variety of sources and prepare concise reports and recommendations. 
• Strong technology aptitude and ability to learn and leverage tools for document management, communication, tracking, and workflow efficiency.
• Comfort using AI tools to support drafting, research, scheduling and data summarization and synthesis is a plus. 
• Clear and effective communication skills, including writing, presentations, and document preparations.
• Strong customer service orientation and commitment to providing responsive support to leadership, Board members, and employees.
• Demonstrated experience handling confidential and sensitive information with discretion and sound judgment.
• Works well in a collaborative, team-based environment but also independently.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• Capable of sitting and using the computer for long periods of time (reasonable accommodations may be made to enable individuals with disability to perform the essential functions).
• Office environment is open and desks offer sit/stand features. 
• Able to tune out office buzz and focus on tasks at hand.
• Ability to handle stressful situations calmly with maturity and professionalism.
• This is considered a hybrid position with three in-person days required and may be adjusted to meet business needs.