Executive Coordination and Scheduling Specialist

JOB SUMMARY

The Executive Coordination and Scheduling Specialist provides high-level administrative, coordination, and scheduling support to the Executive Director (or senior leadership). This role is responsible for managing complex calendars, coordinating meetings and events, and ensuring the efficient day-to-day operations of the executive office. The position also oversees the scheduling and coordination of American Sign Language (ASL) interpreting services, supports performance tracking and reporting, and facilitates effective communication and alignment across the organization.

• Complete accurate and timely data entry to save service requests, inquiries, and customer information in the scheduling software, updating promptly as changes occur (Interpreter Intelligence & Wellsky).
• Schedule and monitor the assignments of agency interpreters while ensuring complete compliance with applicable State and Federal regulations.
• Implement policies, procedures, rules, guidelines and best practices in the provisions of interpreting.
• Respond in a timely manner to requests received via the agency Emergency Interpreting Phone after hours during on call.
• Reply promptly to emails, texts, Videophone and phone calls during office hours.

• Participate collaboratively in marketing and outreach activities to community stakeholders and prospective customers.
• Assist other roles as necessary to maintain organizational functions in the field.
• Understand and adhere to established agency policies and procedures.
• Assist in the development and creation of forms as directed.
• Craft platform‑specific posts (Instagram, Linked In, X, Tik Tok, and more).

• Support tracking of organizational or departmental performance metrics and goals.
• Assist in compiling reports, dashboards, and updates for leadership review.
• Coordinate cross‑functional projects and ensure timely follow‑up on action items.
• Help monitor deadlines, deliverables, and strategic initiatives.
• Prepare required records and reports in a timely and complete manner and meet deadlines for assigned work.

• Plan and coordinate meetings, including logistics, agendas, minutes, and follow‑ups.
• Support internal and external events hosted by the executive office.

• Maintain office systems and improve administrative processes for efficiency.
• Handle sensitive and confidential information with professionalism and discretion.
• Provide general administrative support as needed.

• Experience supporting senior executives or directors.
• Attention to detail and proactive mindset.
• Familiarity with concerns of Deaf and Hard of Hearing populations and with the interpreting field.
• Strong organizational and time management skills.
• Familiarity with the legal right of Deaf and Hard of Hearing persons to effective communication.
• Aptitude for learning new skills and knowledge.
• Excellent literacy in computer applications, including word processing, spreadsheets, and web apps.

• Office‑based (or on‑call hybrid/remote, if applicable).
• May require occasional extended hours based on executive needs.

• Associate’s or Bachelor’s degree preferred (or equivalent experience).
• 3+ years of administrative, scheduling, or executive support experience.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools.
• Ability to manage multiple priorities in a fast‑paced environment.
• High level of discretion and professionalism.
• Strong conversational ability in American Sign Language required.

The ideal candidate must be able to stand for long hours and sit for extended periods in front of a computer, as well as lift 25 pounds unassisted. Completion of the CMH CENTRAIN Training Course upon hire is required. The candidate should demonstrate positive interpersonal skills, flexibility, and experience working with individuals from diverse ethnic and cultural backgrounds. Additionally, excellent written and verbal communication skills are necessary, with the ability to present information clearly and concisely.

Ability to establish and maintain rapport with each individual with whom the agency has dealings (consumers, family/guardians, staff, etc.).

Part‑time

• Health insurance
• Health savings account
• Dental insurance
• Vision insurance
• Paid time off
• Earned sick time
• Professional development assistance
• Referral program
• Retirement plan
• 8‑hour shift
• Day shift
• Monday to Friday

In person