Executive Staff Coordinator

The Executive Staff Coordinator is a key support role, providing high-level administrative assistance to one or more executives. You will be a central point of contact, managing complex schedules, coordinating meetings, and handling all administrative duties, including preparing reports, correspondence, and meeting materials. This position requires a proactive individual with exceptional organizational skills who can handle confidential information with discretion. You will also be responsible for communicating policies and procedures, managing office logistics, and helping to foster a positive, service-oriented culture.

• Manage and maintain daily schedules, coordinating meetings and preparing all necessary agendas and materials.
• Coordinate complex travel logistics and assist with travel plans and expense reports.
• Maintain highly organized and confidential files, records, and correspondence.
• Draft, transcribe, and prepare various documents, including letters, memoranda, and reports.
• Attend meetings as requested, keeping executives informed of the status and progress of projects and operations.
• Process incoming mail, answer and direct telephone calls, and respond to requests in a professional and timely manner.
• Communicate policies and procedures to department managers and other staff as needed.
• Manage general office operations, including coordinating with vendors and handling building/office management issues.
• May lead or guide the work of other administrative staff.

• An Associate's degree plus seven or more years of administrative experience, or an equivalent combination of education and experience.
• Proficiency in Microsoft Office products and the ability to quickly learn new enterprise systems.
• Excellent written and verbal communication skills.
• Strong attention to detail, with exceptional planning and organizational skills.
• Excellent interpersonal skills, with the ability to interact professionally with employees, vendors, and customers at all levels and from diverse backgrounds.
• Demonstrated ability to handle confidential and sensitive information with the utmost discretion.