Executive Operations Coordinator ( {{city}})

Position Overview:

The Executive Support Coordinator provides essential assistance to designated executives, enhancing their productivity through a range of administrative and operational tasks. This role focuses on streamlining communication, organizing schedules, and delivering detailed data analysis while upholding the highest standards of confidentiality.

Role Responsibilities:

• Serve as a key point of contact, managing email correspondence, phone calls, and inquiries with professionalism, screening and redirecting as necessary to ensure efficient communication.
• Organize and maintain the executives calendar, scheduling meetings, conferences, and travel arrangements, including securing venues, accommodations, and necessary equipment or catering.
• Prepare and analyze data, crafting reports and presentations with a keen eye for accuracy and clarity to support executive decision-making.
• Create and edit a variety of documents, including letters, memos, charts, and PowerPoint slides, ensuring polished final versions through proofreading and formatting.
• Lead special projects independently or with a team, overseeing planning, coordination, and delivery of reports, presentations, and meeting summaries.
• Establish and manage both physical and digital filing systems for critical documents such as contracts, licenses, and statements of work, ensuring easy access and organization.
• Uphold strict confidentiality in all aspects of work, handling sensitive information with discretion.
• Exercise independent judgment to proactively address daily challenges and support executive priorities with minimal oversight.
• Represent the executive office courteously and professionally, fostering positive interactions with internal teams, external partners, and stakeholders.

Qualifications & Experience:

• Bachelors degree or equivalent professional experience preferred; a high school diploma with a relevant certification and comparable background required.
• A minimum of five years of administrative experience, including at least three years supporting senior executives, ideally within a mid-to-large organization.
• Proven expertise in collaborating with high-level executives, as well as external clients, vendors, and visitors.

Requirements:

• Exceptional organizational skills to manage complex schedules and project timelines effectively.
• Strong written and verbal communication abilities to draft and edit professional documents.
• Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint) and digital filing tools.
• Ability to work autonomously and as part of a team, demonstrating sound decision-making.
• Commitment to maintaining confidentiality and representing the executive office with professionalism.