Executive Coordinator

Job Description

Job Description

ABOUT THE POSITION

We are seeking an Executive Coordinator to provide strategic administrative and operational support that enables effective execution of enterprise priorities. The role serves as a key connector across the firm, supports executive decision-making, and helps maintain the operating cadence that keeps the CEO and team moving forward.

IDEAL CANDIDATE

The ideal candidate is a highly organized, discreet, and resourceful professional who thrives in a fast-moving environment.an individual with a dynamic skill set who is willing and eager to jump into a variety of project types to help solve problems. They are comfortable juggling shifting priorities, managing sensitive information, and keeping multiple workstreams on track without needing constant direction. They bring strong judgment, excellent communication skills, and a proactive mindset, with the ability to anticipate needs, solve problems, and help the CEO and team stay focused on what matters most.

What Success Looks Like

• The CEO has the right information at the right time to make decisions quickly.
• Meetings are organized, followed through, and documented clearly.
• Internal systems and workflows run smoothly with minimal friction.
• Cross-functional priorities advance without critical details slipping

RESPONSIBILITIES

Executive and Administration

• Partner with the CEO to track priorities, prepare materials and enable timely review
• Manage confidential communications,  records, and material with discretion and professionalism
• Maintain organized systems and documentation for continuity, decision-making, and efficiency
• Coordinate weekly and monthly operational meetings including agendas, note-taking, and follow-up tracking
• Prepare and distribute pre-read materials and ensure key documents
• Support financial tasks for expenses and reconciliation per delegated authority
• Maintain audit-ready documentation for compliance with travel, expense, and approval policies
• Exercise discretion and accuracy when handling sensitive financial information
• Support business development activities, proposal development and sales pipeline tracking

Client Services

• Support creation and development of client deliverables including reports, presentations, workbooks, and other materials
• Partner with project teams to ensure alignment, consistent practices, and seamless coordination
• Track action items and maintain accountability across project teams
• Serve as a liaison to drive execution of deadlines and maintain visibility on initiatives

Office Support

• Maintain and improve systems across digital tools and technology platforms, including CRM and Microsoft applications
• Support implementation of new tools, workflows and operating processes as business needs evolve.
• Coordinate office logistics, including printing, shipping, supplies, and catering for internal and external meetings
• Oversee processes general office management to ensure an organized and professional work environment
• Contribute to firmwide operational and administrative excellence by sharing insights and supporting continuous improvement initiatives.
• Assist with additional administrative and project work as needed.

QUALIFICATIONS

• At least 7+ years of lead administrative, chief of staff or consulting delivery experience
• Excellent project management, executive support, and strategic coordination skills.
• Demonstrated judgment and independent decision-making in fast-moving environment.
• Demonstrated ability to process improvements and implement efficiencies.
• Strong written and verbal communications skills with the ability to trust and alignment.
• Proficiency with Microsoft Office and working knowledge of tools such a SharePoint, Zoho CRM platform, Asana, Canva, SurveyMonkey, WordPress, and other relevant applications.

About Vega Impact Group
Vega Impact Group is a management consulting firm based in Chicago, supporting clients across the country with insight shaped by global perspectives. We help organizations navigate change with confidence—illuminating what’s possible, strengthening what works, and aligning purpose with performance so they can thrive in a rapidly evolving world. Our work spans the public, corporate, and philanthropic sectors, and our team is known for being thoughtful, collaborative, and execution oriented. We value meaningful, high-quality client work and a culture grounded in curiosity, integrity, and high performance.

Company Description

About Vega Impact Group\r\nVega Impact Group is a management consulting firm based in Chicago, supporting clients across the country with insight shaped by global perspectives. We help organizations navigate change with confidence—illuminating what’s possible, strengthening what works, and aligning purpose with performance so they can thrive in a rapidly evolving world. Our work spans the public, corporate, and philanthropic sectors, and our team is known for being thoughtful, collaborative, and execution oriented. We value meaningful, high-quality client work and a culture grounded in curiosity, integrity, and high performance.