Executive Coordinator - GEC and SWA

Job Summary

The Executive Coordinator proactively and independently manages a broad variety of executive and administrative tasks. This position organizes and coordinates communications and outreach, meetings and events, and other business initiatives for employees and independent contractors. The Executive Coordinator works collaboratively within an entrepreneurial environment to drive business results. This position works independently on projects from conception to completion and handles a wide variety of activities and confidential matters with discretion and a sense of urgency.

The Executive Coordinator reports to the President and provides excellent customer service to team members and customers while demonstrating the company values and supporting the mission.

• Proactively and independently manage a broad variety of administrative tasks to include facilitating calendar of appointments, completing expense reports, composing and preparing correspondence that is sometimes confidential, and arranging travel plans
• Organize and coordinate communications and outreach, meetings and events, and other business initiatives for employees and independent contractors of the Company
• Coordinate meetings with internal and external partners to include preparing agendas, notes, handouts, room reservation, and technology needs
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Determine the appropriate course of action or response. Compose executive summaries to meet business needs
• Create and coordinate employee communications to ensure relevant information is received timely
• Maintain knowledge of business initiatives and an awareness of the business environment to proactively provide updates and recommendations
• Assist with building relationships crucial to the success of SWA & GEC
• Manage a variety of special projects, some of which may have organizational impact. Schedule and facilitate project meetings as well as manage project objectives and timelines
• Assist with budget development and monitor expenses
• Generate and distribute reports; create custom reports and/or analyze reports as needed
• Write and edit business correspondence. Review and distribute electronic and hard copy mail
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
• Maintain office supply inventory, anticipate needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies
• Ensure operation of office equipment; troubleshoot malfunctions and request maintenance when necessary
• Assist with employee recognition initiative
• Maintain the President’s calendar paying attention to important employee dates such as Birthdays, Anniversaries, etc. Help facilitate phone calls to employees on their birthday and anniversaries
• Assist in managing email traffic
• Prepare and communicate responses to routine memos, letters, or correspondence on behalf of the President
• Attend meetings and other events when the President cannot be in attendance. Represent the President and their objectives
• Assist in building confidence and trust with the President’s direct reports
• Support the progression of the GEC Intern Program ensuring its continued development and success
• Collaborate with the intern sales team to ensure they remain focused on field sales by assisting with the resolution of complaint related paperwork
• Perform other duties as assigned

• Bachelor’s degree in Business Administration or related field
• 5 years of experience supporting senior level leaders
• Proficient in Microsoft Office Products
• Ability to work on multiple projects simultaneously while accomplishing daily tasks
• Expert level written and verbal communication, administrative, and organizational skills
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including team members and board members
• Proven ability to handle confidential information with discretion
• Demonstrated proactive approaches to problem solving with strong…