Executive Coordinator (One Day a Week In Office)

Job Description

This Foundation is seeking an ambitious, hardworking, administrative professional for their Executive Coordinator opening. This role provides the opportunity to provide essential administrative support for a CEO and busy executive office, handling fast-paced calendar management, travel logistics, and day-to-day coordination with internal and external partners. You’ll serve as a key connector across teams, ensuring priorities stay on track and work flows seamlessly for maximum leadership impact. To thrive, you should bring a strong administrative background, solid tech skills, a collaborative mindset, and the confidence to jump right in and maintain high standards in a fast-moving, ever-evolving environment.

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Key Responsibilities:

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• Support executive workflow and communications through polished correspondence, scheduling communications, meeting preparation, follow-up tracking, reminders, and special projects. Track action items and cross-team commitments following leadership meetings to ensure key organizational projects remain on timeline.
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• Exercise sound judgment on scheduling and priorities, proactively resolving conflicts and ensuring the team’s time is aligned with strategic goals and overall effectiveness.
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• Manage complex, high-volume calendar across multiple entities, strategically prioritizing commitments, stakeholder demands, travel, board obligations, philanthropy, advocacy, and organizational priorities.
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• Prepare formal communications and documentation, including drafting meeting agendas, briefing memos, research, presentations, and analytical reports for the Global CEO to share with internal and external stakeholders.
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• Manage all domestic and international travel, including flights, accommodations, ground transportation, visas, insurance, security coordination, itineraries, and contingency planning. Maintain up-to-date executive preference profiles, loyalty programs, travel documents, and security protocols to ensure seamless travel execution.
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• Oversee all expenses and administrative documentation, ensuring accurate reconciliation, receipt tracking, entity-specific categorization, timely processing, and policy compliance.
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Why You’ll Love Working Here:

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• Join a team that is extremely hardworking, mission-oriented, and operating on a global scale.
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• Employees enjoy competitive compensation commensurate of experience and generous, well-rounded benefit offerings.
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• This opportunity is very hybrid friendly, only requiring one day in office with the flexibility to come in more depending on business needs.
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What We’re Looking For:

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• Eager, administrative professional. You bring a minimum of three (3) years of prior administrative experience, and your professionalism is evident in your polished written and verbal communication with senior leadership and external contacts.
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• Google Suite savvy. You have extensive experience working professionally in Google Workspace. Strong technical skills will be essential to success in this role.
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• Exceptionally organized. You bring structure to complexity, skillfully balancing multiple priorities, different time zones, and timelines seamlessly, knowing when to escalate matters appropriately.
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• Proactive mindset. You have proven ability to spot operational bottlenecks, anticipate needs before they arise and suggest clear, actionable solutions.
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• Detail-oriented . You possess exceptional attention to detail with an unyielding commitment to accuracy, whether proofreading executive communications, managing complex calendar invites, reconciling expenses, or coordinating international travel itineraries.
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The salary listed reflects the anticipated compensation range for this position. Actual compensation will be determined based on relevant experience, qualifications, location, business considerations, and internal equity. Final offer amounts are determined at the employer’s discretion.

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Essential to Hawthorne Lane's success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against based on race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.