Executive Coordinator

Executive Coordinator

Next Door is seeking a highly organized, detail-oriented, and mission-driven Executive Coordinator to provide administrative and coordination support to the Chief of Staff and, through the Chief of Staff, the broader Executive Team.

This is a full-time role for someone who enjoys keeping people, projects, meetings, and events moving. The Executive Coordinator will play an important behind-the-scenes role in helping Next Door's leadership team stay organized, communicate clearly, and advance work that makes a meaningful difference for Milwaukee children and families.

This role is ideal for someone who is proactive, flexible, dependable, and energized by being close to the mission. The Executive Coordinator will support a variety of executive office functions, including scheduling, meeting preparation, document support, event logistics, follow-up tracking, and special projects.

At Next Door, our work is rooted in the belief that every child deserves a strong start and every family deserves support. As Executive Coordinator, you will be part of a mission-driven organization serving Milwaukee children and families through early childhood education, home visiting, family support, literacy programs, and community partnerships.

This role offers the opportunity to:

• Work closely with organizational leaders and support high-priority work across the agency.
• Contribute to projects, meetings, and events that directly support children, families, staff, and the community.
• Be close to the mission and see the impact of your work.
• Join a collaborative, purpose-driven team.
• Use your organizational, communication, and technology skills to help important work move forward.
• Grow your skills in executive support, project coordination, communications, nonprofit operations, and emerging workplace tools.

Next Door also offers competitive benefits and a supportive work environment.

The Executive Coordinator reports to the Chief of Staff and provides support to the Executive Team through that reporting structure.

This is a full-time, exempt position with some flexibility in daily work hours. Candidates may work an earlier or later schedule, depending on organizational needs and supervisor approval.

This role is primarily in person, with one remote workday allowed per week, if desired.

Executive and Administrative Support

The Executive Coordinator will provide reliable administrative support to the Chief of Staff and help support the Executive Team through the Chief of Staff. Responsibilities include:

• Managing calendar coordination, scheduling, and meeting logistics.
• Preparing agendas, materials, documents, and follow-up items for meetings.
• Organizing files, records, documents, and project materials.
• Tracking deadlines, next steps, and action items.
• Helping ensure that important details do not fall through the cracks.
• Supporting communication between the Chief of Staff, Executive Team, and internal departments.
• Handling confidential or sensitive information with professionalism and discretion.
• Assisting with general administrative tasks and special projects as assigned.

Meeting, Event, and Project Coordination

The Executive Coordinator will help plan and coordinate meetings, staff events, leadership activities, and organizational projects. Responsibilities include:

• Supporting internal meetings, leadership meetings, committee meetings, staff events, board-related activities, and special projects.
• Coordinating event logistics, including room reservations, setup, technology needs, supplies, meals or refreshments, signage, materials, and day-of support.
• Preparing meeting and event materials, including agendas, slide decks, handouts, sign-in sheets, summaries, and follow-up documents.
• Tracking action items and deadlines after meetings and events.
• Communicating with internal and external participants as needed.
• Helping ensure events and meetings are organized, welcoming, and mission-aligned.

Communication and Document Support

The Executive Coordinator will help create clear, polished, and professional materials that support leadership communication and organizational priorities. Responsibilities include:

• Drafting, proofreading, formatting, and editing basic communications, memos, meeting materials, and other documents.
• Supporting the development of presentations, flyers, internal updates, and simple visual materials.
• Creating materials that are clear, accurate, and aligned with Next Door's tone and brand.
• Using tools such as Microsoft Office and Canva to support communication and design needs.
• Helping organize information into formats that are easy for staff, leadership, board members, or external partners to use.

Technology, Systems, and Efficiency Support

The Executive Coordinator should be comfortable using common office technology and willing to learn new tools that improve organization, communication, and efficiency. Responsibilities include:

• Using Microsoft Teams, Outlook, Word, Excel, PowerPoint, and related tools to support daily work.
• Coordinating Teams meetings, shared files, calendars, and communication channels.
• Supporting basic meeting technology needs, including virtual or hybrid meeting setup.
• Learning new systems, platforms, and processes as organizational needs evolve.
• Using AI tool(s), where appropriate, to support greater efficiency, organization, drafting, summarizing, and workflow improvement.
• Applying good judgment, confidentiality, and accuracy when using technology or AI-supported tools.
• Helping improve organization and efficiency through effective use of technology.

General Organizational Support

As a member of the executive office support structure, the Executive Coordinator will also:

• Serve as a reliable, professional, and welcoming point of support.
• Build positive working relationships across departments.
• Maintain confidentiality and use sound judgment.
• Anticipate needs and identify ways to make work easier and more efficient.
• Pitch in where needed to support organizational priorities.
• Contribute to a collaborative, solutions-oriented workplace culture.

Qualifications

Required Qualifications

• Associate's or bachelor's degree preferred.
• Must have access to a personal vehicle to use on a daily basis, maintain a valid driver's license and automobile insurance with liability limits of $300,000 (bodily injury) and $25,000 (property damage for each occurrence).
• Prior experience in an administrative, executive assistant, office coordination, project coordination, or similar support role.
• Strong organizational skills and ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, PowerPoint, and Teams.
• Comfort using Microsoft Teams for meetings, communication, and file collaboration.
• Basic experience with Canva, design tools, presentations, flyers, or similar visual materials.
• Willingness to learn new technology, systems, organizational processes, and AI tool(s).
• Ability to use technology thoughtfully to improve efficiency, organization, and communication.
• Ability to work independently, take initiative, and follow through on assignments.
• Professional judgment, discretion, and ability to handle confidential information.
• Commitment to Next Door's mission and the children and families we serve.

Preferred Qualifications

• Experience supporting an executive, senior leader, executive team, or leadership team.
• Experience working in a nonprofit, education, early childhood, human services, or mission-driven organization.
• Experience preparing meeting materials, agendas, minutes, presentations, or board/committee packets.
• Experience supporting event logistics, meeting coordination, or staff/organizational events.
• Basic Excel skills, including organizing lists, tracking information, and updating simple spreadsheets.

Skills and Competencies

The successful candidate will demonstrate:

• Strong attention to detail.
• A proactive and flexible approach to work.
• Excellent follow-through and accountability.
• Ability to anticipate needs and solve problems.
• Professional communication and customer service skills.
• Comfort working across teams and with people at different levels of the organization.
• Ability to manage confidential information appropriately.
• Comfort supporting both administrative needs and event logistics.
• Willingness to learn and grow.
• Comfort using technology and AI tool(s) to work more efficiently.