Executive & Program Coordinator

ABOUT THE ROLE

This role supports Ellig Group's operations across four key areas: Board Academy Bootcamp administration, podcast coordination, administrative support for the CEO, and data entry.

KEY RESPONSIBILITIES

Executive Support for the CEO

• Assist with scheduling logistics as needed
• Support drafting and editing of documents and correspondence
• Prepare meeting materials for the CEO
• Monitor the CEO's inbox and flag priority items

Board Academy Bootcamp Administration

• Manage invitation lists and attendee/panelist tracking for each in-person session
• Process online registration forms and payment links
• Confirm attendees and panelists per the standard checklist/timeline
• Coordinate with venue on room blocks, menus, headcounts, and event-day logistics
• Prepare day-of materials
• Manage post-event follow-up
• Assist in the coordination of virtual sessions
• Monitor the Bootcamp inbox and respond to inquiries, or flag for the COO or CEO as needed
• Partner with the COO and CEO on outreach/marketing initiatives to drive registrations

Podcast Coordination

• Manage guest outreach/invitations and track responses in the tracking spreadsheet
• Schedule recording dates and coordinate logistics with production team
• Coordinate directly with internal team and outside vendors as needed
• Coordinate the collection, organization, and distribution of podcast recordings and transcripts

Data Entry & Management

• Enter and update contact, client, and attendee information in the internal databases accurately and promptly
• Organize and maintain files on the shared drive using consistent naming conventions and folder structures
• Pull lists and basic reports (e.g., invitation lists, attendee rosters, outreach results) for the CEO and COO as requested
• Handle confidential and sensitive information with discretion

WHAT SUCCESS LOOKS LIKE

• Bootcamp logistics run without last-minute scrambles — tracking stays current, and prep is done well ahead of each session
• Podcast guest outreach, scheduling, and recording/transcript handling stay on track and are clearly tracked for quick reference
• Databases and trackers are accurate, up to date, and easy to pull from — the team can trust the data without double-checking
• Working alongside the EA, the CEO's day-to-day runs smoothly: calendar, inbox, and client-facing details are covered without gaps

QUALIFICATIONS & EXPERIENCE

• 1-3 years of experience in an administrative, executive support, or program/event coordination role; experience in professional services or executive search is a plus
• Strong organizational skills and the ability to manage multiple workstreams (events, podcast, executive support) without letting details slip
• Excellent written and verbal communication skills
• High accuracy in data entry to keep trackers, databases, and files clean and current
• Proven discretion in handling confidential and sensitive information
• A proactive, collaborative, and service-oriented approach: you anticipate what’s needed, follow up without being asked, and know when to flag an issue for leadership
• Availability to work in our New York office 3 days per week

ABOUT US

Ellig Group is a leading boutique executive search firm specializing in placing senior leaders and board members across industries. Known for our high-touch approach, deep client relationships, and commitment to advancing diverse leadership, we operate as a small, high-performing team where quality of execution and personal credibility are everything. Our CEO is a recognized voice in the industry — active in the market, sought after as a speaker and podcast guest, and deeply engaged with a broad network of clients, candidates, and peers.