Executive Team Coordinator II - Marketing Project Services

Executive Team Coordinator

The Executive Team Coordinator serves as a trusted partner providing high-level administrative support to 23 Vice Presidents within the Marketing and Communications department. Acting as a central point of contact and liaison across the Executive Team offices, this role proactively manages executive calendars, correspondence, meeting preparation, and travel coordination, anticipating needs and resolving inquiries independently while keeping the executives informed of key issues. The Coordinator prepares reports and presentations, maintains records and expense reports, and ensures the leadership team's time and priorities are protected and well-organized. With professionalism, this role represents the Vice Presidents in dealings with internal and external contacts, ensuring smooth, efficient day-to-day executive operations.

Essential Functions

• Manages Executive priorities in planning, communication and coordination of departmental activities.
• May provide support to subcommittee of the Board of Directors or Florida or Delaware Board of Managers. This includes but is not limited to: selecting and contracting for meeting site and meeting arrangements; preparing agenda with Chair and ensuring that all materials are available at the meeting; attending and taking minutes; preparing summary report for Chair to present to full Board directly after meeting requiring understanding of committee operations to ensure that priority issues are covered; preparing complete transcription of meeting minutes; following up with committee members who have deliverables to ensure they will be prepared for the next meeting and informing the Chair of any issues or difficulties.
• Sets up departmental meetings including agendas requiring knowledge of the purpose of the meetings, organizational priorities, and confidentiality. Ensures that appropriate parties are included in the meetings. Ensures that attendees know of any pre-meeting work required. Compiles pre-meeting materials. Follows up as needed.
• Prepares correspondence for the executive's signature as well as for own activities representing the department for both internal distribution as well as to external vendors and other interested parties.
• Prepares reports and presentations both for the executive and others as well as for own activities. Frequently assigned projects requiring research, gathering data, and reporting on results. For example, participating in and being assigned an objective as part of the department's strategic management system activities.
• Maintains records for budget and other activities such as purchase orders and accounts payable requests, travel records, confidential reports. Prepares expense reports for travel and meetings.
• Represents the executive in dealing with both internal Nemours customers and external contacts. Answers questions or deals with problems independently as well as determines who to refer problems to. Keeps executive informed about issues.
• Ensures departmental Associates are aware of activities, meetings, policies and procedures.
• Arrange travel for executive and others as needed. Coordinate travel with other executives as necessary.
• May supervise other clerical/administrative associates including recruiting, training, coaching and counseling, and disciplining as necessary.
• May perform other functions to support the overall organization such as being responsible for policies and procedures, including writing, revising, communicating and maintaining records for assigned area.
• Additional miscellaneous duties and responsibilities, as may be assigned from time to time by employee's supervisor.

Requirements

• Associate's degree preferred
• Minimum of 5 years of administrative assistant experience required. Experience working for Senior Management/Executives highly preferred.