Executive Coordinator

Executive Coordinator

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U Prep Academy District - DETROIT, MI 48202

Description

Position Summary

The Executive Coordinator provides high-level administrative and operational support to the Chief Executive Officer (CEO). This role is not a traditional administrative position, it is a high-trust, high-impact role at the center of our network's leadership operations. The Executive Coordinator ensures the Chief's Office operates effectively by managing priorities, streamlining communication, and supporting board engagement. This role directly contributes to the academic and organizational success of the students and families we serve by keeping our Chiefs focused on what matters most. The Executive Coordinator serves as a trusted partner, maintaining confidentiality, anticipating needs, and ensuring alignment across leadership, the Home Office, and the PSAD Board.

Key Responsibilities

Executive Support (CEO and, in some instances, the CAO and COO)

• Manage complex, competing calendars for all three Chiefs, including scheduling internal and external meetings, school visits, and network events
• Own end-to-end meeting logistics, including agendas, materials, room setup, and post-meeting follow-up and action tracking
• Prioritize and triage incoming communications (email, calls, requests) on behalf of the Chiefs, ensuring nothing falls through the cracks
• Draft, edit, and proofread correspondence, presentations, and internal communications with a high degree of accuracy
• Support preparation for key meetings, presentations, board sessions, and network engagements
• Proactively track open action items across the Chiefs' portfolios and surface deadlines and decisions requiring attention

Board Liaison Support (PSAD Board)

• Serve as the primary point of coordination between the Chiefs' Office and the PSAD Board of Directors
• Manage all board meeting logistics, including scheduling, location coordination, technology setup, and materials distribution
• Compile, format, and distribute board packets in alignment with established timelines, ensuring all materials are accurate and board-ready
• Support development and organization of board reports, dashboards, and presentations
• Maintain board calendars, contact lists, and governance documentation
• Ensure timely submission of materials and compliance with authorizer expectations (e.g., GVSU deadlines)
• Coordinate communication between board members and executive leadership as needed, maintaining appropriate confidentiality

Communication & Coordination

• Facilitate communication across Home Office teams, school leaders, and external partners
• Ensure alignment and follow-up on key initiatives led by the Chiefs
• Support internal announcements and leadership communications
• Identify and flag coordination gaps proactively before they become problems
• Maintain a high level of professionalism and discretion in all interactions

What Success Looks Like

First 30 Days

• You have mapped the Chiefs' recurring meetings, key deadlines, and authorizer timelines into a master coordination calendar
• You have introduced yourself to key Home Office and school-based stakeholders and begun building trust across teams
• You have a clear understanding of the PSAD Board structure, meeting cycle, and documentation requirements

By 90 Days

• Chiefs regularly note that their days run more smoothly and their time is protected
• Board packets are produced and distributed on time with no last-minute scrambles
• You are proactively surfacing action items, preparing materials ahead of ask, and operating with increasing autonomy
• You have earned the trust required to handle sensitive information with full discretion

Work Environment & Expectations

• Full-time, in-person role based at the University Prep Home Office in Detroit, MI
• Standard hours are MondayFriday; some evening availability may be required for board meetings or special events
• Occasional travel between school campuses (UPA, UPAD, UPSM) may be required

Qualifications

Required

• Bachelor's degree in business administration or related field (or equivalent experience)
• 35 years of experience supporting senior executives (CEO/C-suite preferred)
• Exceptional organizational skills with the ability to manage competing priorities and high volumes of work without losing detail
• Excellent written and verbal communication skills
• High level of discretion and ability to handle confidential information
• Proficiency in Google Workspace (Gmail, Docs, Sheets, Slides, Calendar)

Preferred

• Experience supporting a board of directors or similar governance structure
• Experience in a school district, nonprofit, or public sector environment
• Familiarity with board reporting cycles and executive-level operations
• Experience with project management tools