Executive Coordinator to the President/CEO

Job Description

Job Description

About the Organization

 

Interfaith Ministries for Greater Houston, now IM Houston , is Greater Houston’s longest-serving interfaith-based social services organization. Originally founded in 1964 as Protestant Charities, we’ve evolved to reflect Houston’s rich diversity of faiths and cultures. Our mission is to bring people of diverse faith traditions together for dialogue, collaboration, and service, as a demonstration of our shared beliefs

 

While our name and logo have been refreshed, our commitment to empowering individuals and uniting communities has never been stronger. Our core services include:

• Meals on Wheels/Animeals
• Refugee Services
• Interfaith Relations and Community Partnerships
• Volunteer Houston

 

Position Summary

 

The Executive Coordinator to the President & CEO is a highly trusted, mission-critical role that serves as an extension of the President & CEO and a representative of the organization. This position enables the President & CEO to operate at the highest level by providing strategic, administrative, and operational support across internal leadership, the Board of Directors, advisory bodies, donors, partners, and external stakeholders.

 

Serving as a strategic partner and gatekeeper, the Executive Coordinator manages complex priorities, coordinates executive and governance operations, and facilitates clear, timely communication across the organization. This role requires exceptional judgment, discretion, professionalism, and problem-solving ability, as well as the capacity to anticipate needs and manage sensitive and confidential matters. The ideal candidate is polished, proactive, detail-oriented, and thrives in a fast-paced, high-visibility nonprofit environment while supporting the mission and strategic objectives of the organization.

 

Responsibilities

 

Executive and Operational Support

 

• Provide high-level administrative and operational support to the President & CEO, including managing a highly complex and dynamic calendar, scheduling internal and external meetings, preparing agendas, and coordinating all related logistics.
• Serve as a strategic gatekeeper and liaison, ensuring effective and efficient use of the CEO’s time while facilitating seamless access for internal leadership and external stakeholders.
• Plan, coordinate, and ensure the CEO’s schedule is followed and respected; proactively anticipate needs, adjust priorities, and ensure the CEO remains on track throughout the day.
• Work closely and effectively with the CEO to keep her fully informed of upcoming commitments, responsibilities, and deadlines.
• Coordinate day-to-day executive operations by identifying priorities, tracking action items, and ensuring timely follow-up and execution of commitments.
• Prepare, draft, edit, and manage confidential correspondence, reports, briefing materials, executive summaries, presentations, and acknowledgement letters on behalf of the CEO.
• Manage detailed travel arrangements, itineraries, expense reports, and related logistics.

 

Board, Advisory & Governance Coordination

 

• Serve as the primary point of coordination for all governance-related matters, including the Board of Directors, Board Committees, Advisory Boards, IM Support, and other governance bodies.
• Plan, schedule, and coordinate Board, committees, and advisory meetings, including calendars, logistics, materials, and follow-up actions.
• Prepare and distribute Board packets, agendas, and supporting documentation in collaboration with the CEO and senior leadership.
• Attend Board and committee meetings as needed; ensure accurate, high-quality minutes are prepared, reviewed, finalized, and maintained in alignment with governance best practices.
• Support the planning and execution of Board retreats, strategy sessions, and special governance-related events.
• Plan and organize executive-level events such as Board meetings and retreats, business luncheons and dinners, donor engagements, and organizational events.

 

Communications, Presentations & External Engagement

 

• Assist the President & CEO in preparing for presentations, speeches, panels, public appearances, and speaking engagements representing IM Houston.
• Draft, edit, and proofread executive-level communications, including remarks, correspondence, acknowledgments, and internal and external messaging.
• Communicate directly, and on behalf of the CEO, with the Executive Leadership Team and other stakeholders regarding project deadlines, strategic initiatives, and organizational goals.
• Follow up with leadership team members on deadlines and action items assigned by the CEO to ensure accountability and timely completion.
• Represent the CEO and IM Houston with professionalism, diplomacy, and discretion in interactions with donors, partners, board members, faith leaders, and community stakeholders.
• Partner with Advancement, Communications and Program teams to ensure alignment, accuracy, and consistency in executive communications.

 

Relationship, Donor & Information Management

 

• Act as a bridge between the President & CEO and the Executive Leadership Team, ensuring a smooth and timely flow of information, clarity of priorities, and accountability.
• Research, prioritize, and manage sensitive and confidential issues and inquiries addressed to the CEO; recommend and coordinate appropriate courses of action in partnership with the CEO.
• Facilitate and coordinate donor meetings and calls for the CEO in partnership with the Chief Development Officer.
• Track CEO donor interactions, contacts, and notes in Raiser’s Edge or other designated systems.

 

Additional Duties

 

• Support planning and coordination of organizational events involving the President & CEO.
• Perform other duties as assigned to support executive leadership and overall organizational effectiveness.

 

Other Requirements: 

 

• Must possess a valid Texas driver’s license and automobile liability insurance or demonstrate the ability to travel to multiple work sites reliably and attend meetings with or without reasonable accommodation.

 

 

IMGH is an Equal Opportunity employer. All applicants will be considered for employment without attention to race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.