Executive Coordinator Job Description

Executive Coordinator Job Description

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Executive coordinator provides training of department expectations, business processes, and compliance to ensure quality customer service, and adherence to department policies and procedures.

Executive Coordinator Duties & Responsibilities

To write an effective executive coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included executive coordinator job description templates that you can modify and use.

Sample responsibilities for this position include:

Act as liaison between the Office of the CEO and other departments/staff within the organization for all meetings on the CEO's calendar
Identify, prepare and compile necessary materials ahead of time to ensure that the CEO has appropriate information for meetings, reports, presentations, events and special projects on the calendar
Use the company-prescribed appointment setting methodology, inputs essential meeting information correctly with all required details for each and every calendar entry to provide an optimum schedule for the CEO maximizing efficiency of her time
Review, confirm, follow-up and adjust calendar entries proactively communicating any discrepancies to the Executive Assistant to the CEO
Managing calendars including emails for executives
Responsible for setting up offices / work space for new hires including phone, email, computers, conferencing accounts, American Express accounts (if applicable)
Support and assist VP of Retail with administrative duties
Responsible for the calendar management of the VP of adidas retail
Manage logistics of complex meetings
Maintain accurate and well-ordered documentation on searches in process, candidates, interview schedules, and other Executive Recruiting activities

Executive Coordinator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Executive Coordinator

List any licenses or certifications required by the position: BLS, CAP, CPR, ITE, GCE, ACE, PRINCE2, PMP, SPHR, PHR

Education for Executive Coordinator

Typically a job would require a certain level of education.

Employers hiring for the executive coordinator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Business, Communication, Associates, History, Communications, Marketing, Business/Administration, Management, Supervision

Skills for Executive Coordinator

Desired skills for executive coordinator include:

Department policies and procedures
PowerPoint
Deloitte’s matrixed organization and brand standards in order to offer superior service and accurate guidance to customers
Department and organizational policies and procedures
Excel
MITRE’s administrative support systems
Proper grammar
Punctuation and spelling
Federal
Policies and processes

Desired experience for executive coordinator includes:

Research, compile, summarize and analyze information to formulate correspondence and respond to inquiries from internal and external audiences
Support the staffing process to create exceptional candidate experience through scheduling of interviews and hosting candidates during the interview day
Arrange corporate travel (international and domestic) and meetings, and develop complete itineraries and agendas
Manage regional tradeshow program, including start to finish execution in support of assigned meetings
Manage lead retrieval processing and post-show reporting
Stay current with industry practice on tradeshows and marketing communications using knowledge to impact communication tactics

Executive Coordinator Examples

1

Executive Coordinator Job Description

Job Description Example
Our company is hiring for an executive coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for executive coordinator
  • Coordinate and manage business travel for the executive
  • Manage confidential files and other privileged information, ensuring integrity of recruiting compliance requirements
  • Provide administrative support to Vice Presidents
  • Perform all duties of an Executive Administrative Coordinator
  • Participate in planning functions
  • Independently assemble relevant data for Vice President(s) and compiles pertinent statistics or information
  • Interact with internal and external sources, often at the upper-management level
  • Exercise independent discretion and judgment and solves complex problems
  • Full latitude to change work processes and work flow is provided
  • Exercise sound judgment and discretion, maintain strictest confidentiality, independently assess and resolve complex situations/problems, and have the flexibility to respond to shifting priorities and great frequency
Qualifications for executive coordinator
  • Eager to learn with a deep understanding of a team environment
  • Writing sample and sample of previous work will be requested
  • Establish and track administrative budgets
  • Minimum 5 years experience in a professional service environment as an administrative assistant or executive secretary required
  • Must type minimum 50-60 wpm with accuracy
  • Must have strong proficiency in grammar & spelling
2

Executive Coordinator Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of executive coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive coordinator
  • Posts promotions to partner websites
  • Managed special projects as assigned by management team
  • Maintains the calendars of the CFO & General Counsel to ensure they are prepared for activities, meetings, and events
  • Proactively request and follow up to obtain report information
  • Print, collate, produce and distribute highly confidential books and/or special documents as requested
  • Plan management events including contracting hotels, ground transportation, meeting facilities, caterers, restaurants
  • All staff members are required to support and participate in Association events, as requested
  • Greet guests, clients, and visitors in a friendly and professional manner, answering telephones
  • Perform ongoing monthly tasks, including maintaining Lobby Ambassador and MOD Calendars
  • Answer customer service inquiries via telephone for Finance department as needed
Qualifications for executive coordinator
  • Manage and prepare verbal and written communications for the Head of Products NAR, in both English and German
  • Manage Head of Products NAR’s schedule to ensure efficient time management
  • Monitor the completion of all action items and decisions as directed by the Head of Products
  • Establish and track administrative and discretionary budgets
  • Candidates should be comfortable and willing to take on the administrative duties, heavy work flow processing, work with clients to problem-solve issues
  • Minimum of 5 years in an administrative support role, ideally supporting top level executives
3

Executive Coordinator Job Description

Job Description Example
Our company is growing rapidly and is looking for an executive coordinator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for executive coordinator
  • Help coordinate video teleconference meetings
  • Set up and maintain files of highly confidential data and information of major importance
  • Receive mail and administer organizational correspondence control
  • May transcribe dictation from shorthand notes or machine into final form, clerically and grammatically editing material when necessary
  • Compile highly confidential data from various sources to integrate into regular and/or special reports
  • Update monthly and quarterly departmental reports, and suggests new and creative ways to display conclusions
  • Work effectively and cooperatively with others
  • Picks up on the need to change personal behavior quickly
  • From information provided by the department leaders, feedback solicited from other subject matter experts, draft presentations, business plans, spreadsheets, and other documents specific to the program(s)
  • Coordinate meetings and events including but not limited to departmental meetings and events, vendors, such as Skilled Nursing Facilities, Home Health Agencies
Qualifications for executive coordinator
  • Improve procedures evaluating and re-designing processes and/or implementing changes
  • Must have general knowledge of standard filing procedures and general office procedures & practices
  • Basic HTML knowledge, WordPress and SharePoint experience preferred
  • Manage and prepare verbal and written communications in both English and German
  • Manage Director, Product Line Mid-/Full-size G3 NAR schedule to ensure efficient time management
  • Monitor the completion of all action items and decisions as directed by the Director, Product Line Mid-/Full-size G3 NAR
4

Executive Coordinator Job Description

Job Description Example
Our growing company is looking to fill the role of executive coordinator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for executive coordinator
  • As part of a team, provide supervision and leadership to assigned staff to maximize impact for those we serve.Monitor development of action plans for assigned staff to ensure successful program implementation
  • Identify, develop and maintain working relationships with the university, K-12 administrators and staff schools, and community agencies to develop and leverage opportunities for collegiate experiences
  • Develop strategic action plans in accordance with School initiative program objectives
  • Confer with and advice staff, students, families and others to answer questions, provide problem solving assistance and excellent Sun Devil Service
  • Support entire Television & New Media Distribution staff before/during annual NATPE conference by scheduling individual meetings, organizing travel, coordinating client dinners
  • Handle vacation/personal/sick day tracker
  • Interface with clients and their support staff when fulfilling TV/movie screener requests and scheduling calendar appointments
  • Maintenance of multiple calendars, include the overall sales events calendar and senior sales leadership calendars
  • Collaborate with program management in the operational planning process, ensuring seamless alignment with internal stakeholders and external partners
  • Manage the field sales and sales leadership calendar
Qualifications for executive coordinator
  • Expertise in Powerpoint and/or other slideware applications
  • Ability to handle and maintain confidential company information
  • Exceptional organizational skills and the perfect balance of attention to detail and swift execution
  • Bachelor’s degree preferred , plus four years relevant work experience
  • Excellent organizational and time management skills to prioritize workload and meet deadlines
  • Ability to analyze information to anticipate situations requiring forethought and follow-up with executives and multiple stakeholders
5

Executive Coordinator Job Description

Job Description Example
Our growing company is looking for an executive coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for executive coordinator
  • Monitor development of action plans for assigned staff to ensure successful program implementation
  • Offer process management, including offer letter creation and relevant background testing/drug testing requirements, onboarding
  • Coordinate travel schedules making recommendations for cost saving and effective alternatives
  • Compile meeting agendas, take and distribute minutes and follow up on action points, escalating issues where appropriate
  • Undertake projects, research data and make special studies, requiring independent decisions and conclusions
  • When manager is unavailable, use initiative to review and prioritize activities, taking action or escalating critical matters as appropriate
  • Serve as an information source for department, answering questions, making referrals as required, and conducting required research
  • Develop and implement an efficient work flow and information tracking/retrieval system across all assigned projects, and maintain/archives files and records
  • May provide support and guidance to new or more junior members of staff
  • Filter telephone calls, mail and email
Qualifications for executive coordinator
  • Good organizational skills, attention to detail and the ability to multi-task required
  • Able to handle a large volume of telephone calls and emails in an efficient and courteous manner
  • Demonstrated ability to work at a fast pace with a high degree of accuracy and attention to detail
  • Demonstrated capability to work well within a team and comfortable in navigating a highly matrix organization
  • Ability to be highly adaptable and flexible is required
  • University degree strongly preferred

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