Executive Scheduling Coordinator

Executive Scheduling Coordinator

Job Category: Administration

Full-Time

On-site

Corporate Office Denver, CO 80202, USA

Description

Key Responsibilities

Calendar Ownership & Optimization

• Fully manage and maintain calendars for multiple executives with a high degree of accuracy and speed
• Proactively prioritize time based on executive focus areas, business needs, and urgency
• Identify and resolve scheduling conflicts independently
• Ensure appropriate buffers, travel time, and preparation time are built into schedules
• Continuously refine calendar structure to improve efficiency, focus time, and meeting quality
• Align cross-functional schedules across executives, internal teams, and external stakeholders

Meeting Coordination

• Schedule, confirm, and adjust meetings across multiple stakeholders and time zones
• Ensure all meetings have proper logistics (location, dial-in, materials, attendee alignment)
• Anticipate reschedules and shifting priorities, adjusting calendars in real time
• Drive clarity on meeting purpose and timing where needed to avoid inefficiency. Include all necessary details, agendas, and profiles of attendees where necessary.

Executive Request Support (Task-Based)

• Execute ad hoc, time-sensitive requests from the executive team (e.g., quick coordination, follow-ups, scheduling changes)
• Serve as a central point of coordination for scheduling-related needs across the executive group
• Take ownership of one-off tasks that support executive productivity, when requested

Communication & Responsiveness

• Act as a liaison for all scheduling-related communication on behalf of executives, demonstrating confidence and professionalism in interactions at all level, both internally and externally. Ensure clear, consistent communication and represent the executive team with a high degree of professionalism and discretion.
• Maintain a high level of responsiveness across email, Teams, and calendar requests
• Ensure all calendar updates are communicated clearly and proactively to relevant stakeholders
• Quickly develop a strong understanding of each executive's calendar preferences, priorities, and communication style to ensure effective and aligned support.

Skills, Knowledge & Capabilities

• Outlook Calendar Mastery: Advanced ability to manage complex, high-volume scheduling with precision
• Prioritization & Judgment: Strong instinct for urgency, importance, and executive time allocation
• Speed & Responsiveness: Operates with urgency; able to turn requests quickly and accurately
• Organization & Attention to Detail: Maintains accuracy across multiple calendars and shifting priorities
• Proactive Problem Solving: Anticipates conflicts and resolves issues before escalation
• Professional Discretion: Handles sensitive information with confidentiality and sound judgment
• Adaptability: Comfortable operating in a fast-paced, dynamic environment with changing priorities

Experience Requirements

• 25+ years of experience in scheduling, coordination, or administrative support roles
• Prior experience supporting multiple senior leaders simultaneously strongly preferred
• Demonstrated experience managing complex calendars in a high-paced environment

Work Environment

• 100% in-office role based in Denver
• Requires consistent in-person availability to support executive needs in real time

What Success Looks Like

• Executive calendars are clean, logical, and aligned to priorities
• Minimal scheduling conflicts or last-minute disruptions
• Executives spend time on highest-value activities with minimal calendar friction
• Requests are handled quickly, accurately, and with minimal direction

Benefits

• Compensation: $60,000 - $75,000 / year
• Eligible for discretionary benefits: performance bonus 10%
• Eligible for standard employee benefit elections: Medical, Dental, Vision, 401K, FSA, HSA, Commuter Benefits, Employee Assistance Program, Life Insurance (employee and dependents), Short-term disability (STD), Long-term disability (LTD), Accidental death & dismemberment (AD&D), vacation days, sick days, and other benefits
• Travel: this position will not require travel

Disclaimer:

To All Recruitment Agencies NexCore Group does not accept unsolicited third-party resumes. NexCore Group knows that when we welcome different points of view, it makes us better, stronger, and moves us boldly forward in becoming a world-class company. That is why we're proud to be an Equal Opportunity Employer and encourage all qualified talent to apply. Your application will be reviewed regardless of race, religion, gender, sexual orientation, national origin, disability, age, or veteran status. If you are interested in applying for a position with NexCore Group and need special assistance or an accommodation to use our website, please contact View email address on click.appcast.io

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.