Executive Support Coordinator

Job Description

Job Description

Summary

Provide administrative and project support to the Chief Financial Officer (CFO) and Executive Assistant by coordinating schedules, preparing reports, maintaining confidential records, supporting business analysis, and assisting with special projects. This position is shared between the CFO and Executive Assistant and serves as a key support resource for the Executive Office. The role requires strong organizational skills, professionalism, discretion, analytical ability, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

This position offers an excellent opportunity for a highly organized and technology-focused individual, including a recent graduate, to gain exposure to executive leadership, financial operations, business analytics, and strategic projects within a growing manufacturing organization.

Essential Duties and Responsibilities

The duties listed below are representative of the essential functions of the position. Other duties may be assigned.

Executive Office Support

• Provide administrative support to both the CFO and the Executive Assistant.
• Assist with calendars, appointments, meetings, travel arrangements, and daily administrative priorities as assigned.
• Screen, organize, and prioritize incoming phone calls, emails, correspondence, and requests.
• Coordinate meeting logistics, prepare meeting materials, agendas, presentations, and supporting documents.
• Record meeting notes and track follow-up action items when requested.
• Prepare, edit, and distribute reports, spreadsheets, presentations, letters, and other business communications.
• Maintain executive files, records, and confidential company information in an organized and secure manner.

Finance, Reporting & Analytical Support

• Assist the CFO with compiling reports, budgets, financial information, and operational data for executive review.
• Use Microsoft Excel and other reporting tools to create, update, and analyze spreadsheets and business reports.
• Support dashboard, KPI, and data reporting activities as assigned.
• Assist with managing communications and document organization.
• Organize and maintain contracts, insurance documents, corporate records, project files, and other business documentation.
• Support acquisition, integration, and due diligence projects by organizing documentation and maintaining project trackers.

Project Coordination & Administrative Support

• Assist the Executive Assistant with company events, leadership meetings, board meetings, executive travel, and special projects.
• Coordinate communication between executives, department leaders, vendors, customers, and external business partners.
• Track assigned projects, deadlines, and deliverables to ensure timely completion of tasks.
• Maintain electronic and paper filing systems and support document control processes.
• Assist with preparing executive reports, company announcements, and business correspondence.
• Identify opportunities to improve administrative processes, reporting, organization, and efficiency.
• Perform other duties and special projects assigned by the CFO or Executive Assistant.

Qualifications

• Exceptional organizational and time management skills.
• Strong analytical, critical-thinking, and problem-solving abilities.
• Strong Microsoft Office experience, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
• Advanced Excel skills and experience working with spreadsheets, reports, and data analysis tools preferred.
• Ability to collect, organize, analyze, and present information in a clear and meaningful format.
• Power BI experience, dashboard development, data visualization, and reporting analytics experience preferred.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive company information.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and competing deadlines in a fast-paced environment.
• Professional demeanor with the ability to interact effectively with executive leadership and employees at all levels of the organization.
• Self-motivated with initiative, willingness to learn, and the ability to work independently and collaboratively.

Education and Experience

• Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Data Analytics, Communications, or a related field preferred.
• Previous administrative, internship, office support, project coordination, finance support, or executive support experience preferred.
• Recent graduates with strong organizational, analytical, and technology skills are encouraged to apply.
• Experience in a manufacturing environment is preferred but not required.
• Strong Microsoft Office experience preferred, with advanced Excel skills favored.
• Experience with Microsoft Power BI, dashboard development, data visualization, and reporting analytics preferred.
• Experience with business systems, ERP software, SharePoint, and reporting tools preferred.
• Ability to learn new systems, processes, and technologies quickly.