Executive Coordinator

Secured Retirement Job Description

Created 08/27/26

Executive Coordinator (EC)

Job Title: Executive Coordinator - Exempt

Location: St. Louis Park, MN

Work Hours; 8:30 AM- 5 PM

Reports To: CEO

Company Overview

Secured Retirement (SRA) is a privately held financial services firm based in St. Louis Park, MN with an office annex in Woodbury, MN. SRA specializes in retirement planning and investment strategies for individuals preparing for or currently enjoying retirement. As the organization scales, the standard remains unchanged: exceptional clients that are served by extraordinary people, supported by disciplined systems and clear accountability.

Our Core Values are

Be Trustworthy – The Executive Coordinator will be the confidential assistant to the CEO of the company and must have a high level of integrity, the ability to protect the CEOs time, discern company priorities, and manage a busy calendar to allow the CEO time for visioning.

Take Ownership – The Executive Coordinator must be willing to take evolving ideas, processes, and tasks, bringing them to a timely completion. This may include clarifying the goal, establishing a deadline, and delegating to a better equipped staff member. See It, Own It, Solve It, Do!

Never Stop Growing – The Executive Coordinator will be stone’s throw away from one of the industry’s leaders in tax & retirement planning and that is always looking to better serve customers. This will require a willingness to learn, the opportunity for a variety of duties, resilience with rapid change, and dedication to improving each day.

Pursue Excellence – The Executive Coordinator will be responsible for ensuring that the duties of the CEO’s office are performed at the highest standards when engaging clients and employees. These responsibilities are founded in exemplary purpose, clarity, strategy, kindness, and intention.

Protect what is Important – The Executive Coordinator plays a key role in protecting the time and ability for the CEO to best serve clients and fellow team members. This will include calendar discipline, email triage, team member liaison, and diplomatic nudges to keep the CEO on task.

Role Summary

The Executive Coordinator provides comprehensive administrative and personal support to the CEO, serving as a critical extension of the executive office. This role is responsible for ensuring seamless coordination across professional and personal priorities, enabling the CEO to remain focused on strategic leadership and client impact.

The ideal candidate is highly organized, initiative-taking, resilient, and adaptable, with exceptional calendar and email management skills and working knowledge of QuickBooks Online for light financial administration. This position requires discretion, sound judgment, and the ability to thrive in a fast-paced, dynamic environment where the CEO is in a constant state of innovation.

Administrative/Support: ~70%
People Interaction: ~30%

Key Responsibilities

Executive Support

• Provide high-level administrative support to the CEO, including management of an exceptionally active and frequently changing calendar.
• Strategically coordinate meetings, appointments, and engagements to optimize executive time and effectiveness.
• Monitor, triage, and manage the CEO’s email inbox; draft responses, manage routine correspondence, and elevate priority matters appropriately.
• Prepare, proofread, and format professional correspondence, reports, and internal documents.
• Maintain organized records, files, task lists, and follow-up systems for executive initiatives.

Communication, Scheduling & Logistics

• Deliver daily briefings and real-time updates to ensure the CEO is fully prepared and informed.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Demonstrate initiative by anticipating executive needs before they arise.
• Maintain professionalism and composure while managing sensitive information and shifting priorities.

Financial Administration & Project Support

• Utilize QuickBooks Online to support light bookkeeping activities, including invoice entries and payment tracking.
• Assist with CEO-led strategic initiatives and operational projects.
• Collaborate with internal teams (Marketing, Operations, Advisors) on cross-functional priorities.
• Coordinate internal meetings, training, and team engagement events, including catering and off-site logistics.

Personal Assistant Responsibilities

• Coordinate personal appointments, travel arrangements, and errands.
• Manage personal calendars and ensure alignment with business commitments.
• Assist with personal projects, including gift purchasing and special arrangements.
• Consult with family members, vendors, and service providers as needed.
• Coordinate CEO meal and lunch orders, accommodating preferences and schedule constraints.

Expectations & Deliverables

Within the first 90 days, the Executive Coordinator is expected to demonstrate consistent diligence and accuracy in all tasks, highly effective and proactive calendar management, timely and professional email triage, and communication management.

Qualifications & Licensing

• Strong written and verbal communication skills
• High attention to detail and process discipline

Career Path

• Lateral moves to other company departments (Marketing, Client Services).

Compensation & Benefits (Summary)

• Competitive base salary ($60,000 - $80,000 – commensurate with experience)
• Bonus potential
• Full benefits package.
• Paid training and licensing support