Executive Coordinator

Job Description

Job Description Summary The Executive Coordinator serves as the primary point of contact for the Chief Executive Officer. This is a high-level administrative support role; the Executive Coordinator acts as a liaison between the CEO and key internal and external stakeholders, including board members, senior management, leadership, community members, institutional funders, development partners and elected officials, and represents the CEO when, unavailable. Additionally, this position possesses significant leadership and supervisory responsibilities, directly managing the central administrative system by overseeing the Office Manager and two C-suite Executive Assistants.

Job category- Exempt

Essential Duties and Responsibilities Core duties and responsibilities include the following. Other duties may be assigned.

Administrative Support

Calendar & Schedule Optimization: Manage the CEO’s complex, rapidly shifting calendar; prioritize appointments, build in strategic prep and buffer time, and resolve scheduling conflicts proactively. Executive Travel & Logistics: Coordinate comprehensive travel arrangements, including flights, ground transit, lodging, detailed itineraries, and meeting agendas for conferences, site visits, and state/regional convenings. Expense & Budget Tracking: Manage the CEO’s executive expense reports, credit card reconciliations, vendor invoices, and reimbursement submissions in coordination with the finance department. Operational Workflow: Screen, prioritize, and route executive communications (emails, phone inquiries, and correspondence); prepare daily briefing folders, background reading, and talking points prior to all scheduled engagements. Action-Item Tracking: Track outstanding commitments and deliverables across the organization on behalf of the CEO, following up with internal department heads to ensure timely completion.

Strategic Executive Support

CEO Representation: Attending high-level meetings, community forums, and civic events with the CEO and also in their absence. High-Stakes Liaison: Serve as the primary, point of contact for external partners, navigating relationships with community leaders, funders, and local, state, and federal elected officials. Communications & Briefings: Coordinate with communications team to draft, review, and finalize executive-level correspondences, speeches, briefing memos, and presentations. Synthesize complex issues for the CEO ahead of critical meetings. Ensuring confidentiality of sensitive executive-level matters. Crisis & Priority Management: Triaging incoming requests, sensitive issues, and rapidly shifting priorities, exercising judgment on what requires the CEO’s immediate attention versus what can be delegated or resolved independently.

Office Leadership & Team Management

C-Suite Administrative Oversight: Directly supervise, mentor, and evaluate the performance of the Office Manager and two C-suite Executive Assistants, fostering a highly collaborative, efficient, and cohesive administrative team. Team Workflow: Establish standard operating procedures for executive workflows, ensuring seamless communication and scheduling alignment across all members of the executive leadership team (C-suite). Central Office Culture: Work alongside the Office Manager to ensure the central administrative headquarters operates smoothly, welcoming community members with a high standard of professionalism.

Development, Fundraising & Project Support

Fundraising Support: Partner with the Development Manager to track funding pipelines, coordinate capital campaigns, and assist in the preparation of major donor cultivation events and materials. Funder Relations: Collaborate with development team on logistics, reporting timelines, and site-visit schedules for foundation, corporate, and government funders. Special Projects: Lead and execute cross-departmental initiatives, community development proposals, or civic events tasked directly by the CEO.

Board of Directors support

Board Admin: Serve as the primary administrative liaison to the Board of Directors on behalf of the CEO, managing all board and committee logistics on Board Effects, creating annual meeting calendars, and coordinating materials for bi-monthly meetings. Governance Support: Draft, compile, and distribute comprehensive board packets, executive reports, financial briefings, and official meeting minutes. Maintain all official governance records, bylaws, and board rosters. Member Relations: Manage direct communications with board members on behalf of the CEO, facilitating onboarding for new trustees and coordinating logistics for annual board trainings or special governance committees.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications Board Governance:

Direct experience supporting a non-profit Board of Directors, managing governance documents, and recording official minutes is highly preferred. Leadership:

Proven track record of managing, mentoring, or leading administrative staff (experience managing multiple direct reports preferred). Community & Civic Literacy:

Demonstrated comfort interacting with diverse community populations, corporate funders, and public officials. An understanding of local legislative processes and public funding streams is a major plus. Communication Skills:

Exceptional written, verbal, and interpersonal communication skills. Ability to draft compelling executive narratives, formal grant correspondences, or community briefs. Technical Savvy:

Advanced proficiency in project management tools, executive scheduling platforms, and standard office suites (Google Workspace, Microsoft 365, Jot Form). Core Competencies:

Absolute discretion regarding sensitive, confidential, or governance-related matters; high emotional intelligence; ability to remain calm and decisive under pressure.

Education and/or Experience: Bachelor’s degree in Public Administration, Non-Profit Management, Communications, Business, or a related field required (equivalent combination of education and substantial senior executive support experience will be considered). Advanced degree (MPA/MBA) or relevant professional certification (e.g., CAP, PMP) is a strong plus. Minimum of 5–7 years of progressive experience supporting C-suite executives, preferably within a multi-service non-profit, government agency, or community-centric organization. Must successfully complete a criminal background check, obtain clearance from the Office of Children and Family Services.

BENEFITS: 1 Remote day a week 15 Vacation Days 13 Sick Days Floating Holiday 1 annually 401K retirement plan with 3% match after 90 days of employment Medical Benefits after 30 days of employment with Cigna Dental/Vision eligible after 90 days of employment