Executive Coordinator

The Executive Coordinator (EC) serves as a high-functioning operational partner who ensures seamless coordination of his time, priorities, and visibility across ministry, leadership, and content platforms. This role functions operationally as a junior Chief of Staff, focused on execution, logistics, and managing strategic flow. Key Responsibilities Executive Support & Administration Manage Sr. Executive’s calendar with precision, prioritizing ministry demands, leadership responsibilities, travel, and strategic commitments. Prepare briefings, agendas, itineraries, and follow-ups for meetings, teaching, speaking engagements, and internal planning sessions. Draft and respond to correspondence, internal communication, and confidential documents as needed. Represent Sr. Executive in select meetings when delegated and help track outcomes and next steps. Coordinate and oversee travel logistics, including booking transportation and accommodations, preparing travel itineraries, and ensuring timely travel arrangements. Assist with clothing prep and packing for travel, ensuring that all necessary materials and attire are ready for each trip. Provide support for driving, including scheduling transportation or managing personal errands as needed to maximize the Sr. Executive's time and availability. Strategic Collaboration Partner closely with the Sr. Executive’s Chief of Staff to ensure alignment on strategic priorities, shared resources, and internal communications across both Sr. Executive’s offices. Coordinate consistently with the Personal Assistant to manage overlap between personal and professional calendars, including travel, family time, and rest. Serve as a liaison to internal departments and key external contacts, keeping projects and communication flowing. Content & Media Production Support Assist with planning and on-site support for podcast recordings, livestreams, and digital content (camera, audio, lighting, etc.). Coordinate with the Media and Creative teams to maintain production calendars and content workflows. Manage scheduling, space coordination, and light tech setup to ensure Sr. Executive is supported in delivering excellent content. Event & Conference Support Provide administrative and operational support for major events and initiatives Sr. Executive leads or participates in, such as The Called and other leadership gatherings. Assist with pre-event logistics, session prep, on-site coordination, and communication with event teams or guest speakers. Support travel coordination and time management for multi-session or multi-day events. Organizational & Operational Management Maintain and organize digital documents, internal priorities, and workflow systems. Manage and route incoming requests appropriately, escalating items as needed in coordination with the Chief of Staff. Help protect Sr. Executive’s capacity by reducing noise, anticipating needs, and managing requests effectively. Assist with personal errands and tasks as needed to support the Sr. Executive in maintaining a balanced schedule and high performance. Qualifications Required 5+ years of experience supporting senior executives or high-profile leaders. Proven discretion and professionalism with confidential matters. Up to 30% travel required. Valid passport and ability to travel internationally. Preferred Experience within a ministry, production, or media environment. Proficiency in Microsoft Office Suite and project management tools (Asana, Notion). Strong interpersonal and written communication skills. Ability to manage logistics and timelines across multiple priorities. Familiarity with basic media equipment (preferred, or willingness to learn). Schedule Full-time. Flexibility required for evenings and weekends. Domestic and international travel about 30% of the time. Note This role will evolve based on ministry rhythms, event seasons, and organizational strategy. The EC must be flexible, proactive, and committed to excellence in execution, bringing clarity and calm to a high-output environment. This job description is not intended to be all-inclusive. The Executive Coordinator may be required to perform other related duties as assigned to meet the ongoing needs of the Sr. Executive and the organization. #J-18808-Ljbffr The Potter's House, Inc.