Executive Services Coordinator

Executive Services Coordinator

Location:

Remote (with occasional onsite in Maxwell, California) Job Type: Contract - Full-time, dedicated resource (no part-time allocation) Duration:
June 2026 – December 2026 (Extendable Multi-Year) The role supports the development of a major public infrastructure initiative focused on sustainable water management, environmental stewardship, and long-term resource planning in California. The Executive Services Coordinator is a senior-level, strategic administrative and coordination role supporting executive leadership for a large-scale, multi-billion-dollar infrastructure project. This position functions beyond traditional administrative support, acting as a central coordination hub across executive leadership, board governance, and cross-functional teams to ensure operational efficiency, alignment, and accountability.

Executive & Administrative Support

• Provide high-level support to Executive Director and senior leadership
• Manage complex calendars, communications, and executive priorities
• Act as a primary liaison for internal and external stakeholders
• Anticipate leadership needs and ensure timely follow-ups

Board & Governance Support

• Coordinate board, committee, and leadership meetings
• Prepare agendas, meeting packets, and reports
• Track action items, decisions, and follow-ups
• Ensure compliance with public meeting and governance requirements

Cross-Functional Coordination

• Coordinate across engineering, environmental, construction, and administrative teams
• Facilitate communication between leadership, consultants, and stakeholders
• Identify and resolve coordination gaps across teams

Records & Systems Management

• Manage document control, records, and information governance
• Oversee collaboration tools (SharePoint, One Drive, etc.)
• Support public records requests and compliance processes
• Coordinate IT-related administrative functions

Administrative Leadership

• Supervise administrative staff and consultants
• Assign work, set priorities, and monitor performance
• Establish workflows, standards, and best practices
• Ensure effective resource allocation across teams

• Bachelor's Degree in Business Administration or related field
• Minimum 10+ years of executive-level administrative or coordination experience
• Strong experience supporting executive leadership and board governance
• Experience managing complex workflows and cross-functional coordination

• Experience in public sector or government agencies
• Experience supporting large infrastructure or capital projects
• Familiarity with California public governance (Brown Act, compliance)

• Executive-level communication and stakeholder management
• Governance & board coordination
• Organizational and operational leadership
• Document and records management
• Problem-solving and decision support
• High attention to detail and confidentiality

• Strategic Thinking & Execution
• Leadership Support & Influence
• Cross-Functional Coordination
• Accountability & Ownership
• Adaptability in Dynamic Environments