Executive Support Coordinator. Phoenix LilyLifestyle

Executive Support Coordinator

There is an exciting opportunity to join the Administrative Systems team as an Executive Support Coordinator, based in the Phoenix office. This is a dual-function role that combines high-level executive administrative support with hands‑on office coordination responsibilities. Working closely with the Executive Assistant, this individual will represent Onni Group as the first point of contact for visitors and vendors, while also providing direct administrative support to senior leadership.

The ideal candidate is an extremely organized, self‑starting professional who displays an aptitude for planning, is detail‑oriented, and thrives in a fast‑paced environment. This individual will exercise discretion when handling confidential information, manage competing priorities with ease, and take genuine pride in creating a welcoming, efficient, and well‑run workplace. If you are a dependable team player with opportunities for growth in mind, this is the role for you!

Executive Administrative Support

• Serves as a trusted partner to the Executive Assistant and senior leadership, independently managing calendars, prioritizing competing requests, and making judgment calls about scheduling and time allocation on behalf of executives
• Drafts, edits, and distributes executive‑level correspondence, memos, reports, and presentations – exercising independent judgment on tone, content, and appropriate distribution
• Manages complex domestic and international travel logistics, including itinerary planning, contingency decision‑making, and expense report preparation and reconciliation
• Prepares meeting agendas and briefing materials; records and distributes minutes; independently tracks action items and follows up with stakeholders to ensure accountability and timely completion
• Acts as a primary liaison between senior leadership and internal departments, external vendors, legal contacts, government agencies, and other third parties – often representing the executive team’s interests and exercising judgment in communications
• Handles confidential and sensitive business information (personnel matters, contracts, legal correspondence, financial data) with a high degree of discretion and independent decision‑making regarding access and handling
• Leads or supports special projects and research assignments, synthesizing information and presenting recommendations to senior leadership
• Independently evaluates the urgency and priority of incoming communications, issues, and requests – directing or escalating as appropriate without requiring executive instruction for each decision

Office Operations Management

• Independently manages day‑to‑day office operations, proactively identifying operational issues, assessing solutions, and implementing corrective actions or escalating as appropriate
• Serves as the primary decision‑maker and point of contact for all in‑person visitors, vendors, and service providers – exercising judgment in how inquiries are handled, referred, or escalated
• Evaluates and manages vendor relationships and service contracts for office‑related needs; exercises discretion in procurement decisions within established budget parameters
• Oversees office facilities coordination, including maintenance requests, building management liaison, and workspace planning – making independent assessments of priorities and urgency
• Coordinates onboarding logistics for new employees, including workspace setup and access provisioning, exercising judgment to ensure a consistent and professional onboarding experience
• Maintains and continuously improves physical and digital filing systems and document management practices to ensure compliance with records retention policies
• Manages all incoming and outgoing mail and package deliveries; handles time‑sensitive or confidential materials with appropriate discretion

Events & Workplace Experience

• Plans, coordinates, and executes internal office events and corporate functions (e.g., holiday events, team appreciation days, employee recognition), independently managing logistics, budgets, vendors, RSVPs, and onsite execution
• Proactively identifies…