Executive Coordinator

Executive Coordinator Job Description Template

Our company is looking for a Executive Coordinator to join our team.

Responsibilities:

  • Cross trains to learn unique responsibilities of peers within the department/group;
  • Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed;
  • Secures back-up administrative coverage for their own absences;
  • Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries for leader(s) supported;
  • Manages projects and initiatives for all divisions of Envision Group, as needed;
  • Spearheads the planning and execution of the annual Envision Summit;
  • Maintains current team birthday and anniversary list; distribute Happy Birthday e-blasts;
  • Facilitates communications and compliance of Envision Group team in annual Year-End Process (KPIs, merit reviews, performance appraisals, etc.);
  • Handle email and phone correspondence, noting any necessary follow-through;
  • Serve as the primary contact for research activity inquiries and manages the application process;
  • Prepare agendas, presentations and conduct research for internal and external meetings;
  • Provide administrative and strategic support to the Executive Director;
  • Protect sensitive information in the executive’s office and respect confidentiality;
  • Calendar management: maintain executive’s demanding and constantly evolving schedule, prepare daily agendas and make changes as necessary;
  • Facilitate board member onboarding and manages orientation process and resources.

Requirements:

  • Bachelor’s degree;
  • A general understanding of board governance and nonprofit operations;
  • Strong organizational skills; ability to multi-task, meet deadlines, and manage committees;
  • Consistently completing tasks on-time, free of errors with the ability to prioritize;
  • 3+ years of work experience Experience supporting executives or working in a senior leader’s office is preferred;
  • Proficient in MS Outlook. Google Suite, Concur, Aspen/FileBridge;
  • Strong verbal and written communication skills for integral tasks (example: drafting memos to the leadership team and staff on a moment’s notice);
  • Experience supporting executives or working in a senior leader’s office is preferred;
  • Ability to work autonomously with minimal supervision;
  • Exceptional interpersonal, customer service, and writing skills;
  • Technologically savvy with the ability/desire to learn new tools and improve efficiencies to keep the office running smoothly;
  • Proficiency in MS PowerPoint and Google Slides to create high quality presentations for meetings is a plus;
  • 3-5 years of administrative experience;
  • Proficiency in Microsoft Office, experience with project management and email marketing web applications;
  • 3-5 years of administrative/executive assistant experience.