Executive Administrative Coordinator

Job Description

Job Description

Position Overview

We are seeking a highly organized and professional Executive Administrative Coordinator to support daily office operations and executive administrative needs within a small, fast-growing professional services environment. This role serves as the front line of the office - balancing front desk responsibilities, executive scheduling, and administrative coordination - while maintaining a polished, welcoming, and highly organized workplace.

The ideal candidate is proactive, dependable, detail-oriented, and comfortable handling confidential information with discretion. This position offers strong work–life balance, a supportive office culture, and opportunities for long-term growth.

Key Responsibilities

Office & Front Desk Operations

• Manage daily office and front desk operations
• Greet clients and guests with professionalism and warmth
• Answer, screen, and direct incoming calls and emails
• Maintain a clean, organized, and professional office environment

Executive & Administrative Support

• Coordinate schedules for executives, meetings, and conference rooms
• Assist with special projects and administrative initiatives
• Prepare correspondence, reports, and basic documentation as needed
• Handle sensitive and confidential information with discretion

Vendor & Office Coordination

• Liaise with outside vendors and service providers
• Order, track, and maintain office supplies and inventory
• Ensure office resources are well-stocked and functioning

General Administration

• Support day-to-day administrative needs across the office
• Anticipate needs and proactively address administrative priorities
• Perform additional duties as required to support office operations

Qualifications & Experience

Required

• High school diploma or equivalent
• 2+ years of experience in an administrative, executive assistant, or office support role
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• High level of organization, reliability, and punctuality
• Ability to multitask, manage time effectively, and prioritize competing demands
• Demonstrated discretion in handling confidential information

Preferred

• Bachelor’s degree
• Experience supporting executives or leadership teams
• Professional services or small-office environment experience

Ideal Candidate Profile

• Detail-oriented and highly organized
• Professional, approachable, and service-minded
• Proactive with a growth-oriented mindset
• Comfortable taking ownership of responsibilities
• Thrives in a collaborative, close-knit office environment

Compensation & Benefits

• Competitive compensation
• Comprehensive benefits package
• IRA with company match
• Health Savings Account (HSA) with employer contribution
• Two weeks of paid time off plus sick leave
• Stable schedule with excellent work–life balance

Why This Opportunity

• Professional, small-office environment with a strong team culture
• Trust-based workplace with clear expectations
• Opportunity to grow, learn new skills, and advance within the organization
• Long-term stability within a well-run, expanding firm