Executive Coordinator - President's Office

Job Summary The Executive Coordinator – President’s Office directly supports the President & CEO by coordinating high-priority engagement initiatives, managing projects and logistics, and providing day-to-day administrative and operational support. This role ensures that CEO-led engagement with board members, donors, partners, and elected officials is well-organized, well-documented, and executed with excellence.

This role blends project coordination, relationship logistics, documentation, and administrative support. The coordinator works both in the office and on location within the Houston metropolitan area and must be comfortable supporting activities that occasionally occur outside of regular business hours.

The core purpose of this role is to:

Keep CEO engagement initiatives organized, prepared, and on track

Coordinate projects and logistics tied to high-level relationships

Provide flexible administrative support that adapts to daily priorities

Ensure documentation, follow-up, and details are handled consistently

Core Duties and Responsibilities Executive Engagement Coordination
- Coordinate logistics for CEO engagement activities, meetings, site visits, tours, coffees, meals, and events;
Schedule and confirm appointments with internal and external stakeholders;
Coordinate and collaborate with internal Departments and Divisions to capture agency opportunities and risks;
Prepare basic briefing materials for meetings;
Assist with post-meeting follow-up, including thank-you emails and next steps

Project Coordination & Tracking
- Support planning and execution of CEO-led engagement projects;
Track timelines, tasks, and deliverables across multiple projects;
Maintain project trackers to ensure deadlines and commitments are met;
Coordinate with internal departments to gather information

Administrative & Office Support
- Provide general administrative support to the CEO;
Assist with calendar coordination, document preparation, and meeting setup;
Support expense tracking, travel coordination, and reimbursements;
Handle ad hoc requests and anticipate needs

Documentation & Standardization
- Maintain organized records of CEO engagement activities;
Enter and update engagement data in CRM or internal systems;
Use standardized templates for notes, summaries, and correspondence

On-Location & After-Hours Support
- Provide on-site support at local meetings, site visits, and events;
Assist with setup, coordination, and real-time problem-solving;
Support occasional evening or early morning meetings and events

This job description is not an all-inclusive list of functions and tasks;
Job functions may be added, deleted, or modified without prior verbal or written notification

Minimum Education Associate or bachelor’s degree preferred, or equivalent experience.

Years of Experience3-5 years of experience in project coordinator, executive or administrative support. Nonprofit or public sector experience preferred.
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