Executive Coordinator

Description

The Executive Coordinator supports an executive on the Chief Commercial Office, handling confidential proprietary information and contributing to the company's strategic goals. Core duties involve managing complex schedules, prioritizing critical tasks, making independent decisions on the executive’s behalf, and overseeing various administrative projects.

Key responsibilities include serving as the primary contact for external stakeholders, filtering communications, preparing agendas and briefing materials, recording and distributing meeting minutes, and managing office supplies and equipment maintenance. The role also involves reviewing timecards, overseeing the executive’s budget, handling expense reports, and coordinating office events to maintain a strong culture.

• Act as primary point of contact for external stakeholders and represent the executive when absent.
• Prioritize, filter, and manage communications and confidential correspondence.
• Independently schedule meetings, prepare agendas, briefing materials, and presentations.
• Record, distribute, and archive meeting minutes and related documents.
• Maintain office supplies, coordinate equipment maintenance, and oversee weekly timecard submissions.
• Manage executive budgets, process expense reports, and handle reimbursements.
• Answer and screen phone calls, greet visitors, and direct staff and customers.
• Coordinate office events, parties, and award ceremonies to support company culture.
• Ensure high organization, attention to detail, and adherence to deadlines.
• Draft, revise, and edit professional letters and documents.
• Preserve confidentiality of privileged information.
• Understand and review budgets and financial statements.
• Apply emotional intelligence in interactions and decision‑making.

Requirements

The position requires a dependable, punctual professional with excellent communication, interpersonal, and relationship skills, who is highly organized, detail‑oriented, and able to work with minimal supervision. Additional abilities include drafting and editing letters, maintaining records, meeting deadlines, preserving confidentiality, understanding budgets, demonstrating emotional intelligence, and strong proficiency with Microsoft Office.

A minimum of an associate’s degree is required. The role is sedentary, involves occasional lifting of up to 10 lb, repetitive computer work, and is performed in a climate‑controlled indoor environment.

• Demonstrate dependable, punctual performance with minimal supervision.
• Exhibit strong written and verbal communication, interpersonal, and relationship skills.
• Proficiently use Microsoft Office suite.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance