Executive Coordinator

JOB TITLE Executive Coordinator

Description

The executive coordinator supports an executive on the CCO. They are entrusted with confidential proprietary information necessary to perform their work. Primary duties include managing complex schedules, prioritizing critical tasks, independently making decisions on behalf of the executive, overseeing administrative projects, coordinating high-level meetings, handling confidential information and assisting in achieving the company’s strategic goals.

Job Responsibilities

Administration

• Act as primary point of contact for external stakeholders and represent the executive in their absence.
• Respond to and resolve administrative inquiries and questions.
• Prioritize, filter, and handle communications, confidential information, and correspondence.
• Contribute to high-level strategic initiatives by analyzing information, identifying potential issues and proposing solutions.
• May oversee the work of other administrative staff or assistants.
  
  
  

Department meeting oversight

• Regularly make independent decisions on the executive’s behalf regarding scheduling, meeting arrangements, and other administrative matters.
• Prepare agendas and schedules for meetings.
• Prepare briefing materials and presentations for important meetings.
• Record and distribute minutes or other records for meetings.
  
  
  

Office management

• Maintain office supplies and coordinate maintenance of office equipment.
• Review weekly timecards where applicable and submit to payroll in accordance with designated processes.
• Oversee and manage executive budgets, including expense reports and reimbursements.
  
  
  

Customer interaction

• Answer and transfer phone calls, screening when necessary.
• Welcome and direct customers, staff, and visitors.
• Oversee the coordination of office parties and awards to ensure continuation of a strong culture.
• Other Duties as assigned.
  
  
  

Knowledge, Skills, and Abilities

• Dependable and punctual, able to excel with minimal supervision.
• Excellent communication skills as well as strong interpersonal and relationship skills. 
• Highly organized and detail oriented.
• Ability to draft, revise, and edit letters. 
• Filing and record keeping skills.
• Ability to work towards and reach deadlines.
• Ability to maintain confidentiality of privileged information.
• Ability to review and understand budgets.
• Possess and utilize emotional intelligence.
• Strong computer proficiency with a working knowledge of Microsoft Office products. 
  
  
  

Education and Certificates

• Associates degree.
  
  
  

Physical Requirements

• Sedentary work, requiring lifting up to 10lbs.
• Repetitive motion associated with operating a computer and other office equipment.
• Inside, climate-controlled working conditions.