Executive Office Coordinator

Job Description

Job Description

POSITION SUMMARY

The Executive Office Coordinator provides administrative and operational support to the Executive Assistant and executive leadership team. This position coordinates schedules, prepares documents and reports, manages communications, organizes meetings and events, maintains records, and assists with special projects. The role helps ensure efficient day-to-day executive office operations while maintaining professionalism, sound judgment, and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative support to the Executive Assistant and executive leadership team.
• Coordinate calendars, meetings, conference calls, travel arrangements, and accommodations.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, agendas, and meeting materials.
• Organize and maintain electronic and physical records, files, and confidential documents.
• Assist with meeting preparation, minutes, follow-up items, and tracking of assigned action items.
• Monitor executive office communications and route inquiries to the appropriate individual.
• Coordinate leadership meetings, company events, employee functions, guest visits, and special projects.
• Process expense reports, invoices, purchase requests, and other administrative documentation.
• Assist with tracking departmental budgets, contracts, vendor information, and administrative deadlines.
• Maintain office supplies and administrative resources for executive offices and conference rooms.
• Support internal announcements, leadership correspondence, and other company communications.
• Provide backup support for the Executive Assistant during absences or periods of high workload.
• Maintain strict confidentiality regarding company, employee, customer, and vendor information.
• Perform other duties and special projects as assigned.

QUALIFICATIONS

Education and Experience

• Associate degree in Business Administration, Office Management, Communications, or a related field preferred.
• Minimum of three years of administrative, executive support, office coordination, or related experience.
• Experience supporting senior leadership in a corporate or manufacturing environment preferred.
• Demonstrated ability to manage multiple priorities in a fast-paced work environment.

Knowledge, Skills, and Abilities

• Strong organizational, time management, proofreading, and follow-through skills.
• Excellent written and verbal communication skills with strong attention to detail and accuracy.
• High level of professionalism, discretion, confidentiality, and sound judgment.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to prioritize competing demands, meet deadlines, and work with minimal supervision.
• Strong problem-solving skills and the ability to interact effectively with all organizational levels.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

• Primarily office-based work requiring prolonged periods of sitting and computer use.
• Occasional lifting and carrying of office materials weighing up to 20 pounds.
• Ability to travel between company facilities as needed.
• Regular interaction with executives, managers, employees, customers, vendors, and visitors.

KEY PERFORMANCE INDICATORS

• Timely and accurate completion of executive office administrative tasks.
• Quality and accuracy of reports, communications, and documentation.
• Effectiveness of meeting, event, calendar, and travel coordination.
• Responsiveness to executive leadership and organizational needs.
• Consistent maintenance of confidentiality, professionalism, and follow-through.