Executive Administrative Coordinator

Executive Administrative Coordinator Job Description

Reports To

Chief Executive Officer

Position Summary

The Executive Administrative Coordinator provides high-level administrative and operational support to the Chief Executive Officer and leadership team. This position serves as a key point of coordination for executive communications, scheduling, board relations, special projects, and organizational administration. The ideal candidate is highly organized, professional, detail-oriented, and capable of handling confidential information with discretion.

Essential Duties and Responsibilities

Executive Support

• Manage and maintain the CEO's calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including agenda preparation, materials, and follow-up actions.
• Screen and prioritize incoming calls, emails, and correspondence.
• Draft, proofread, and distribute letters, reports, presentations, and other business communications.
• Maintain confidential records and sensitive organizational information.

Administrative Operations

• Assist with the development and implementation of administrative procedures and office systems.
• Maintain filing systems, databases, and organizational records.
• Coordinate travel arrangements, conference registrations, and event logistics.
• Monitor office supplies and administrative resources.
• Serve as liaison between executive leadership, staff, vendors, and external partners.

Project Coordination

• Support special projects and strategic initiatives as assigned.
• Track project timelines, deliverables, and deadlines.
• Collect and compile information for reports, grant applications, and organizational presentations.
• Assist with planning and coordinating organizational events, meetings, and training sessions.

Communication and Relationship Management

• Represent the organization professionally in interactions with clients, donors, board members, community partners, and visitors.
• Facilitate effective communication between departments and leadership.
• Ensure timely follow-up on requests, inquiries, and assignments.

Qualifications

Education

• Associate's degree required; Bachelor's degree in Business Administration, Public Administration, Communications, or related field preferred.

Experience

• Minimum of 3-5 years of progressively responsible administrative support experience.
• Experience supporting executive-level leadership preferred.
• Experience with board administration or nonprofit organizations is highly desirable.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Ability to manage multiple projects and competing priorities.
• High level of professionalism and confidentiality.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail and accuracy.
• Ability to work independently and exercise sound judgment.
• Excellent interpersonal and customer service skills.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to travel locally for meetings and events as needed.

Work Environment

• Professional office environment.
• Occasional evening or weekend work may be required for board meetings, special events, or organizational activities.

Salary Classification

Exempt / Full-Time (classification may vary based on organizational structure and applicable regulations).

Preferred Competencies

• Strategic thinking
• Initiative and problem-solving
• Relationship building
• Project management
• Organizational leadership support
• Confidentiality and discretion
• Attention to detail and follow-through

This position plays a critical role in ensuring the efficient operation of the executive office and supporting the organization's mission through professional administrative and project coordination services.

Pay: $18.94 - $20.43 per hour

Work Location: In person