Executive Coordinator - Falls Church VA

Executive Coordinator

Are you seeking an opportunity to make a meaningful impact within a dynamic corporate environment? We are looking for a motivated early-career professional to provide critical organization and operational services across our HR Center of Expertise (COE) leaders. This is an ideal role for a detail-oriented individual looking to grow their administrative expertise within a high-performing organization.

ROLE SUMMARY

The Executive Coordinator provides critical operational and executive support across the HR COE Vice Presidents (VPs) within the INC HQ. This is an early-career role designed for a highly organized professional capable of balancing high-level executive coordination with essential office logistics. The Executive Coordinator acts as a central point of contact, ensuring the seamless daily operation of the VPs' offices.

KEY RESPONSIBILITIES

Executive Support & Coordination

• Calendar & Travel Management: Proactively manage and synchronize complex calendars for the VPs, resolving scheduling conflicts and optimizing time management. Coordinate comprehensive travel itineraries, including all bookings and logistics.
• Meeting & Event Logistics: Lead the coordination of face-to-face meetings and offsite events, including room procurement, material printing, and the management of catering, supplies and equipment. Prepare meeting agendas and materials with team members, as requested.
• Communication Flow: Facilitate HR COE functional meeting scheduling and distribution lists.

Finance & Vendor Management

• Procurement Systems: Oversee Coupa customer setup and maintain up-to-date vendor records within the procurement system.
• Financial Administration: Support invoicing process to ensure timely and accurate vendor payment.

Office Support and Engagement

• Logistics & Distribution: Manage incoming and outgoing mail / shipments.
• Facilities Liaison: Monitor office supplies and act as the primary point of contact for Facilities notifications to maintain a high-standard office environment.
• Employee Engagement: Coordinate key employee milestone events to support a positive workplace culture. Co-lead the Falls Church HR Community group to enhance networking and collaboration among local HR teams.