Executive Coordinator

Executive Coordinator,(SVP Support)
Onsite 3+ days/week in San Rafael, CA

Role summary
Reporting to the Senior Vice President,the Executive Coordinator provides high impact administrative and operational support to enable effective leadership of a global, cross functionalorganizationspanning several internal and external partners.
You will manage complex scheduling and communications across functions and time zones, run key operating rhythms, and help the SVP’s leadership team stay aligned on priorities, decisions, and follow through. Your work will be varied and often ambiguous, requiring strong judgment, discretion, and the ability toanticipateneeds in a fast-paced environment.

This role is ideal for an experienced executive coordinator who enjoysoperatingat the center of aglobal organization and who can work confidently with senior leaders and complex stakeholders.

Key responsibilities
Executive support and time optimization

• Own the SVP’s calendar with a focus on strategic time allocation, decision making forums, and stakeholder management.
• Proactively assess meeting purpose, priority, and attendee seniority, then resolve conflicts by rescheduling,consolidating, or declining as appropriate.
• Build andmaintainaforward looking view of critical milestones (for example, stage gate reviews, governance forums, leadership meetings, external partner touchpoints).

Meeting and operating rhythm management

• Coordinate complex meetings (virtual, in person, hybrid) across regions and time zones, including agenda planning,pre reads, materials distribution, and logistics.
• Support the SVP’s leadership team operating cadence (staff meetings, 1:1s, site and partner reviews, quarterly planning, business reviews).
• Capture decisions and action items when requested, track follow up, and ensure owners and deadlines are clear.

Cross functional coordination and communications

• Serve as a liaison between the SVP and senior stakeholders across internal and external partners.
• Manage incoming and outgoing communications with appropriate urgency and confidentiality.
• Draft, edit, and format communications and materials, including org updates, meeting summaries, and leadership ready content.

Travel, expenses, and administrative operations

• Plan and coordinate complex domestic and international travel, including itineraries that account formulti site schedules and time zone transitions.
• Prepare andsubmitexpense reports in compliance with policy and within required timelines (Concur or equivalent).
• Coordinate IT and equipment requests, access needs, andonboardinglogisticsfor new hires within the organization.
• Maintain distribution lists and shared resources to support team communications.

Content and collaboration tools

• Own routine updates to the team’s SharePoint and Microsoft Teams spaces, including document hygiene, key links, leadership materials, and onboarding resources.
• Support compilation and light editing of presentations and meeting materials (PowerPoint, Word, Excel) to aleadership ready standard.

Culture and team support

• Partner with leadership to plan team events, recognition moments, and engagement activities that strengthen connection across a distributed organization (within approved budgets and guidelines).

Skills and qualifications
What success looks like

• You reliably protect the SVP’s time and attention, and you prevent avoidable conflicts andlast minute surprises.
• You bring order to complexity, and you make it easier for senior leaders to prepare, decide, and execute.
• You handle sensitive information with discretion and sound judgment.
• You communicate clearly, move quickly, and follow through.

Required capabilities

• Strong executive support capability, including complex calendar management for senior leaders in a matrixed organization.
• Excellent…