Executive Office Coordinator

The Executive Office Coordinator will be a core member of a high energy team. This individual will oversee day-to-day office operations, helping maintain an organized, efficient, and welcoming workplace, while also providing high-level executive administrative support. This person must be proactive in communication and demonstrate attention to detail. Responsibilities include organizing, scheduling, and coordinating administrative activities. Under the direction of executive management, this position also prepares reports, processes business travel expense reports, and assists with presentations and meeting agendas.

Oversee general condition of office and common area upkeep standards are met, according to established policies & procedures. (i.e., cleanliness, organization). Analyze office expenditures and make cost-saving efforts & ordering of major purchase items: furniture, equipment, etc. in coordination with Corporate Operations. Oversee renewal of equipment contracts managed in-house, as directed. Assist HR and Corporate Operations with new hire process: seat assignments for new hires, issue key fobs & keys, etc.

Reconcile incoming invoices/proposals/quotes: supplies, misc. repairs, etc. Maintain office services by organizing office operations and procedures. Monitor and maintains office supplies inventory, ensuring common areas are sufficiently stocked. Liaison for building maintenance and management to maintain facilities operations. Coordinate office social events and team activities that support company culture and values.

Serve as gatekeeper for incoming queries for executives; answer, screen, and direct incoming telephone calls ensuring a high level of professional customer service and confidentiality. Coordinate and prioritize executive daily schedules; arrange meetings and conferences, act as a liaison between employees, clients, and executives. Schedule appointments, coordinate on and off-site meetings and special events, make travel arrangements. Interface with high-level administrators within/outside the company requiring considerable discretion and judgment related to case and time sensitive matters.

Plan travel itineraries, coordinate related arrangements, gather information and determine and negotiate complex scheduling issues; prepare expense reports. Prepare documents and presentations under the supervision of executive management for meetings, including formatting and presentation layout. File and retrieve documents and reference materials. Prepare invoices, reports, memos, letters, and other documents, using Word, Excel spreadsheets, or presentation software. May be privy to sensitive material, including establishing and maintaining confidential files.

Open, sort, and distribute incoming correspondence. Conduct research, collect and analyze data to prepare reports for the benefit of executives’ review. Contribute to team effort by undertaking other special projects as requested.

Contribute to agency culture by building positive internal relationships and bringing enthusiasm to day-to-day interactions and responsibilities. Help foster a collaborative, productive, and transparent work environment. Perform other duties as assigned.

• Bachelor’s Degree and 2+ years of prior experience supporting senior-level executives.
• Highly proficient in Microsoft Outlook, Excel, Word, Power Point, Adobe Reader and standard office equipment.
• Ability to maintain confidentiality and professionalism in all situations.
• Ability to exercise discretion, sound judgment and significant initiative.
• Excellent verbal and written communication skills.
• Strong analytical, organizational, and project…