Executive Coordinator

In the next five years, we have a plan to scale nationally and internationally by expanding service lines, opening new channels, new territories, and expanding our current customer base. If you would like to be part of our success story, keep reading!

Mindset Go creates lasting change by inspiring people to shift their mindsets and become more emotionally agile communicators. Our training and coaching bridge communication gaps between leaders and their teams. We are in our 12th year, have an international presence, and are achieving rapid growth with an award‑winning reputation. Mindset Go has a small staff with hybrid and remote opportunities.

Because of our growth, we are looking for an Executive Coordinator to join our team. As our Executive Coordinator, you will play a pivotal role in supporting the Founder and others by managing daily operations, coordinating key projects, and ensuring the smooth execution of administrative and strategic priorities. In addition, you will provide sales administrative support and assisting with follow‑up communications to prospects.

This role is ideal for someone who thrives in a fast‑paced environment, takes initiative, and is highly organized and detail‑oriented.

• driven to succeed, naturally take ownership, and embrace responsibility.
• a person who anticipates opportunities and takes initiatives to jump in and drives things forward.
• not afraid to speak up, ask questions, make suggestions, and effectively brainstorm.
• flexible when shifting priorities and discerning how to reshuffle tasks to keep key objectives on track.
• fiercely action‑oriented with high urgency and precision in the way you carry things out.
• highly organized when using electronic tools and practice effective habits to maintain data, schedules, and tasks.
• a reflective listener and detail oriented.
• adaptable and embraces change.

• General Administrative Responsibilities
  • Manage and update the CEO’s calendar and coordinate schedules
  • Book travel for the CEO and process expense reports
  • Prepare meeting agendas, take meeting minutes, and follow up on action items
  • Manage, delegate, update, and oversee company rocks (to‑do list)
  • Quarterback client‑facing projects using  (Project Management Software) and the RACI model to ensure deadlines are met and that the team is being held accountable
  • Update and manage files in Dropbox
  • Transcribe AI recordings and session notes
  • Attend training sessions, trade shows, and retreats
  • Prepare slide decks and training materials
• Set appointments and send reminders
• Update and generate reports from our Hub Spot CRM
• Create and send contracts and proposals
• Manage tasks as needed in Hub Spot CRM
• Collaborate with multiple outside constituents (customers, partner, vendors) in planning and executing on timelines and within hard deadlines

• 5+ years of experience in executive‑level administrative support, with a strong track record of supporting C‑suite executives.
• Bachelor’s degree or equivalent combinations of experience in a similar role.
• Alignment with the culture requirements mentioned above and a willingness to improve in those areas.
• Proficiency in Microsoft Office Suite,  or other project management software.
• Proficient in using AI tools like ChatGPT.
• CRM knowledge and experience (Hub Spot preferred).
• Proficiency in Zoom and Microsoft teams.
• Excellent time‑management, planning, and organizational skills (required).
• Ability to communicate exceptionally well in writing, virtually, in person, and on the phone.
• Relentless in upholding standards and details when corresponding, reviewing materials, and following written directions to ensure nothing is missed.
• Ability to proactively manage many simultaneously ongoing tasks and projects.
• Possesses exceptional organizational skills, a keen eye for detail, and ability to work independently, effectively managing time to meet multiple project deadlines.

• You need to be located in Massachusetts, ideally, within one hour of Westborough, MA.
• In this role, you should expect to come to the office one day per week on average. (Westborough, MA).
• This role may require on average two overnight trips/travel per month.

• $70,000 – $75,000 annual salary depending on experience.
• Work independently and remotely while also collaborating with others in person.
• Personal/Professional learning and development opportunities (Formal and by Osmosis).
• Company provided equipment (, additional screen, and other needed equipment).

If this position sounds like it’s the one for you and you are excited about the work we are doing, please apply now by emailing Trevor Stemm at  Include your cover letter and resume.