Senior Executive Coordinator

Description

Ensuring Organizational Alignment at the Highest Levels

Take a glimpse into why CW might be the right place for you:

• Location: New Britain, CT
• Shift: 8:00am to 4:30pm
• Pay: Compensation ranges from $27.97 to $31.97, based on experience, education, and qualifications.

The Executive Administrative Coordinator will provide critical support to the President & CEO, senior leadership, and the Board of Directors, ensuring effective and streamlined administrative operations.

What You'll Do:

Executive Support

• Provide high-level administrative support to the CEO, including visitor hosting, report preparation, correspondence, and meeting coordination.
• Support senior leaders as needed and obtain executive signatures on required documents.
• Manage the Corporate Calendar of Events, Meetings, and Visits to ensure organizational alignment.
• Oversee corporate travel arrangements and provide travel-related support for executives and staff.

Board & Governance Support

• Assist the President & CEO in supporting three Boards of Directors and all related committees.
• Maintain and update the board document repository to ensure accuracy and accessibility.
• Record minutes for approximately five evening board meetings annually, plus any special meetings.
• Schedule board and select committee meetings, including logistics and communication.
• Prepare and compile the monthly President's Report for board distribution.
• Support planning and execution of the Annual Board Retreat (spring) and Annual Meeting (fall).
• Coordinate board-related logistics such as event space, catering, and meeting materials.
• Greet visitors on behalf of the President & CEO and provide board information as needed.

Communications & Marketing Support

• Assist the Corporate Communications team with newsletter development and distribution.
• Format, print, and prepare marketing materials.
• Support social media and other communication initiatives when requested.

Facilities Coordination

• Coordinate facility service visits (e.g., Climatech, elevator maintenance, sprinkler systems, track services) and submit tickets to the facilities team.
• Communicate facility updates to the Communications Department.
• Maintain the boardroom and Blue Room, ensuring they are stocked and prepared for meetings.

Administrative Operations

• Perform notary duties in accordance with organizational requirements.
• Order and maintain office supplies, including paper, business cards, envelopes, and general materials.
• Assist with onboarding new employees by preparing supplies and supporting HR requests.
• Provide support for postage machine operations and mailing needs.

Business Development Support

• Prepare presentations and materials for business development initiatives.
• Assist with customer and client outreach, including follow-up communication and scheduling.
• Conduct research to support business development strategies and respond to incoming leads.

What You'll Need to be Successful:

• High school diploma or equivalent is required for this role.
• 3-5 years of administrative experience.
• At least 2 years providing executive-level administrative support, including direct support to senior leadership and Boards of Directors.
• Experience working in a large organization (1,000+ employees).
• Experience supporting communications, newsletters, or social media.
• Ability to maintain strict confidentiality with sensitive and high-profile information.
• Advanced proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Teams, and SharePoint.
• Ability to work independently and thrive in a fast-paced environment.
• Valid driver's license and ability to travel locally.

Bonus If You Have These Skills:

• Bachelor's degree in Business Administration, Communications, Public Administration, or a related field.
• Notary Public commission or willingness to obtain one shortly after hire.
• Knowledge of basic budgeting, procurement, and expense-tracking procedures.
• Strong written and verbal communication skills, including document and presentation formatting.
• Exceptional organizational and time management abilities.
• Strong interpersonal skills and the ability to work effectively with executives, board members, staff, and external partners.
• Analytical and problem-solving skills with the…