Executive Support Coordinator

Job Description

Job Description

TITLE: Executive Support Coordinator
REPORT TO: Owner
FLSA STATUS: Non-Exempt
JOB LOCATION: Alexandra, VA
SCHEDULE: Monday–Friday, 10:00 AM–3:00 PM, with flexibility based on the owner's schedule
HOURS: Approximately 25 hours per week or more
 
POSITION SUMMARY:
EEA Companies is seeking a highly organized, resourceful, and technology-savvy Executive Support Coordinator to provide part-time administrative and operational support to executive leadership at our Cameron Street office in Alexandria, VA.
This position will primarily support the owner with day-to-day administrative responsibilities, scheduling, communications, technology assistance, travel coordination, and other business or personal administrative needs. The ideal candidate is a proactive problem-solver who is comfortable navigating technology, managing multiple priorities, and anticipating needs with minimal direction.
In addition to executive support, this position will provide secondary front-office support for our Cameron Street Executive Suites, including front-desk coverage during lunch breaks, greeting visitors, monitoring building access, and supporting the office team as needed.

The right candidate must be dependable, discreet, adaptable, and comfortable working in an environment where priorities and schedules may change throughout the day.

ESSENTIAL DUTIES & RESPONSIBILITIES:
Executive & Administrative Support

• Provide direct day-to-day administrative and organizational support to executive leadership, with a primary focus on Mark's business and administrative needs.
• Assist with managing and organizing emails, calendars, appointments, meetings, and daily schedules across multiple devices
• Monitor and organize executive email correspondence, flag important communications, and assist with drafting and responding to messages as directed.
• Take notes during meetings, organize information, track action items, and follow up on outstanding tasks.
• Coordinate travel arrangements, including flights, hotel reservations, ground transportation, and itineraries, working with other team members as needed.
• Assist with scheduling personal and business appointments, reservations, and other administrative requests.
• Prepare, organize, scan, and maintain documents, correspondence, records, and reports.
• Assist with special projects, research, and other administrative assignments as requested.
• Anticipate executive needs, identify priorities, and help ensure day-to-day activities run efficiently.

Technology & Digital Support

• S erve as a primary point of assistance for Mark's everyday technology needs, providing hands-on support and guidance.
• Assist with computers, smartphones, tablets, email, calendars, video conferencing, and other business applications.
• Troubleshoot routine technology issues, including login difficulties, application navigation, document access, printing, scanning, and connectivity concerns.
• Assist with organizing digital files, electronic documents, email folders, contacts, and shared information.
• Set up virtual meetings, assist with video conferencing platforms, and provide technology support before and during meetings.
• Work with internal or external IT support when technical issues require additional assistance.
• Help identify and implement simple technology solutions to improve organization, communication, and efficiency.
• Provide patient, practical, hands-on guidance to help executive leadership become more comfortable using technology.

Front Desk & Office Support

• Provide front desk coverage during lunch breaks, scheduled absences, or other times when office assistance is needed, including the following:
  • Monitor the front entrance and building access, greeting visitors and coordinating entry into the office
  • Answer and direct incoming calls, messages, and visitor inquiries professionally.

Accounting & Personal Administrative Coordination

• Coordinate with the designated EEA accountant to assist with administrative tasks related to Mark's personal, family, and business accounting needs.
• Organize and provide supporting documentation, receipts, invoices, statements, and other financial records as requested.
• Assist with tracking administrative expenses, organizing billing information, and preparing documentation for review.
• Follow up with the appropriate team members regarding outstanding accounting or financial administrative requests.
• Maintain strict confidentiality when handling personal, family, business, or financial information.

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent.
• At least 2 years of experience in an office, administrative, receptionist, coordinator, or similar support role.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Strong attention to detail and accuracy, especially with records and data entry.
• Professional verbal and written communication skills.
• Ability to work independently, prioritize tasks, and follow through without constant supervision.
• Comfortable interacting with visitors, tenants, vendors, executives, and internal team members.
• Willingness to perform both desk-based administrative work and occasional hands-on property support tasks.

PREFERRED QUALIFICATIONS: 

• Previous experience providing administrative or executive support to a business owner, senior executive, or leadership team.
• Experience assisting individuals with technology and providing hands-on instruction or troubleshooting.
• Experience coordinating executive travel, managing multiple calendars, and organizing complex schedules.
• Familiarity with accounting documentation, expense tracking, or administrative financial support.
• Experience supporting a professional office environment, including reception or front desk responsibilities.
• Strong working knowledge of Microsoft 365, cloud-based file management, and mobile devices.
• Spanish language proficiency or the ability to assist with conversational Spanish learning is a plus, but is not required.

 
KNOWLEDGE, SKILLS, AND ABILITIES

• Technology-Savvy: Confident learning, using, and troubleshooting technology and helping others navigate it.
• Adaptable: Comfortable with changing schedules, unexpected requests, and shifting priorities.
• Proactive: Anticipates needs, identifies potential issues, and takes initiative without waiting for instructions.
• Organized: Able to keep executive schedules, communications, documents, and tasks organized.
• Patient & Resourceful: Willing to provide practical assistance and find solutions when challenges arise.
• Discreet: Handles confidential business and personal matters with sound judgment.
• Service-Oriented: Professional and willing to assist with responsibilities ranging from executive coordination to front desk coverage.
• Dependable: Consistently follows through on commitments and is responsive to executive and office needs.

Supervisory Responsibility: This position has no direct supervisory responsibilities.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
This position is based in a professional office environment and requires on-site attendance. Duties involve frequent use of computers and mobile devices, as well as sitting, standing, walking, and interacting with visitors and employees.
The employee may occasionally be required to lift and move office materials weighing up to 20 pounds.
 
OTHER DUTIES
This job description is not intended to contain a complete listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time based on business needs.
 
AFFIRMATIVE ACTION/EEO STATEMENT:
EEA Companies is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. EEA Companies is proud to be a drug-free workplace. However, screening tests for alcohol and illegal drugs may be performed on applicants and employees as a condition of employment.