Executive Services Operations Coordinator

Description

• Serves as a liaison between executives, department heads, employees and partners.
• Provides broad administrative support to all c-suite executives.
• Works on special projects and initiatives as assigned.
• Drafts, edits, proofreads, and finalizes written materials including correspondence reports, memoranda, speeches, agendas, presentations, and minutes.
• Conducts research for executive projects.
• Manages confidential and sensitive information with high-level of discretion.
• Creates SharePoint sites and site content management.
• Assists in organizing, coordinating, and creating materials for:
• Prepares business planning, financial, and statistical reports.
• Maintains sensitive files and records. Prepares, organizes and collects files, and performs data archiving. Ensures rapid retrieval of files.
• Serves as a liaison to internal staff and external contacts.
• Prepares documents, spreadsheets, correspondence and presentations for the c-suite.
• Tracks and manage timelines for projects and deliverables.
• Schedules and prioritizes executive calendars and maintains contacts.
• Coordinates departmental resource needs, including requests for supplies, equipment and facilities support.
• Manages the calendars proactively to make effective and efficient use of the executives’ time.
• Plans and organizes department events, off-site events and meetings.
• Manages expense reconciliation for assigned executives.
• Organizes and preemptively manages c-suite travel, including but not limited to: organizing flights, hotels, transportation to and from airport--collaborating with other leadership and admins as necessary.
• Represents senior leadership by serving as a liaison to internal and external clients including screening phone calls and following up with clients when appropriate.
• Takes well-organized and accurate meeting notes, prepares follow-up documents and distributes work from meetings with minimal oversight. Follows up on assignments and provides reports progress.
• Screens and prioritizes executive calls and mail correspondence.

Requirements

• Ability to make informed decisions without waiting for direction required.
• Scrupulous attention to detail required.
• Basic understanding of databases preferred.
• Ability to manage communications with the appropriate balance of information sharing required.
• Ability to anticipate the needs of the people they support and operate with humility and grace under pressure required.
• Two (2) years of experience supporting an executive in a multiple unit organization strongly desired.
• Experience in a geographically dispersed organizational preferred.
• Intermediate knowledge of Microsoft Office Suite - Word, Excel, PowerPoint, and Outlook required; working knowledge of SharePoint, Visio and Project required.
• Bachelor’s degree in Business Administration or related field or equivalent work experience required.
• Ability to handle multiple tasks of high priority, in professional, confidential, and efficient manner required.
• Knowledge of basic accounting principles and QuickBooks functions preferred.
• Experience in professional services, construction or technology-related industries preferred.
• Knowledge of Internet browsers and web technology required.

Benefits

• “Building Good” paid community service time
• Transgender inclusive benefits
• Commuter benefits
• Up to 16 weeks paid parental leave
• Paid time off and holidays
• Learning and advancement opportunities via McKinstry University
• McKinstry Moves onsite gyms or reimbursement for remote workers
• Family formation benefits, including adoption and IVF assistance
• 401(k) with employer match and profit-sharing plan
• Pet insurance
• Competitive pay
• Comprehensive medical, prescription, dental, and vision with low or zero deductible options and low out of pocket maximums

Training + Development

Interview process

Visa Sponsorship

Security clearance