Executive Office Coordinator

Executive Administrative Coordinator

The Executive Administrative Coordinator serves as the welcoming first point of contact at our new office in downtown Hartford, providing exceptional customer service to clients, associates, visitors, and vendors. This role supports the daily operations of the Executive Office by delivering professional administrative assistance, coordinating meetings and events, and handling confidential information with discretion and tact. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment while demonstrating strong communication, organizational, and interpersonal skills.

Responsibilities and Accountabilities:

• Handles incoming calls and visitors for the Executive Office; ensures they feel welcome and accommodates any needs upon their arrival.
• Welcomes on-site visitors, determines nature of business, signs for deliveries and contacts appropriate personnel/department for assistance.
• Supports and coordinates onsite and offsite corporate events/meetings as assigned by the Director – Executive Administration.
• Provides clerical support for Executive office and acts as a back up resource.
• Works with Human Resources and other departments to coordinate invitations to various events such as the New Associate Onboarding Breakfast.
• Organizes and manages on-site catering needs for Executive Office; handles set up and take down.
• Assists Leadership Team with special projects and administrative support such as calendar, meeting management, and travel arrangement as needed.
• Supports Leadership Meetings as needed: including driving presentations, minutes, and/or technical support.
• Monitor and order supplies for the Executive Office as well as the Boardroom.
• Miscellaneous typing/data entry/scanning.
• Provides various administrative support as assigned by the Director – Executive Administration.
• Other related duties assigned.

Qualifications

• Excellent verbal and written communication
• Strong interpersonal and customer service skills
• Reliable, organized and attentive to detail
• Proven ability to manage time and deadlines
• Able to handle a fast-paced and at times stressful environment
• High level of professionalism, discretion and integrity

Education/Training/Experience

• High School Diploma or equivalent
• Associates or Bachelors preferred
• Two plus years of experience in a professional administrative role

Computer/Technical

Skills:

• MSOffice 365, including Word, Excel, PowerPoint, Teams

Work Environment and Physical Demands:

The working conditions and physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to sit, use hands to sort, write and keyboard, and to listen and speak. The associate is frequently required to reach, walk, stoop, crouch. The associate is occasionally required to stand, lift, bend, drive and travel.