Executive Support Coordinator

Job Description

Executive Support Coordinator

Department: Office of Administration 
Reports to: Chief Administration Officer/General Counsel
Status: Full-Time, Exempt
Hours per week: 40

Hiring Range: $60,000 - $68,000 annually

Maximum: $75,000 annually

Position Summary

The Executive Support Coordinator provides high-level administrative, project coordination, and organizational support to the Chief Administration Officer/General Counsel (CAO/GNRL CNSL) and Executive Leadership Team. This position plays a key role in managing executive priorities, coordinating organizational initiatives, supporting Board activities, and ensuring effective communication and follow-through on strategic projects.

The Executive Support Coordinator serves as a trusted resource to leadership and helps advance The Whole Person's mission by promoting organizational efficiency, accountability, and collaboration.

Essential Functions

Executive Support

• Provide administrative support to the CAO/GNRL CNSL and Executive Leadership Team.
• Coordinate meetings, calendars, agendas, and related materials.
• Draft, edit, and distribute correspondence, reports, presentations, and meeting documentation.
• Track assignments, deadlines, and follow-up items for executive leadership.
• Coordinate executive accounts payable and vendor management

Project Coordination

• Assist in planning, coordinating, and monitoring organizational initiatives and strategic projects.
• Track project activities and communicate updates to responsible parties.
• Facilitate collaboration across departments to support organizational goals.
• Assist leadership in identifying and resolving barriers to project completion.

Board and Committee Support

• Coordinate Board and committee meeting logistics.
• Prepare and distribute meeting materials.
• Maintain Board records and official organizational documents.
• Assist with Board communications and follow-up activities.

Organizational Communication

• Serve as a point of contact for internal and external stakeholders.
• Support communication efforts on behalf of Executive Leadership.
• Assist in coordinating organizational events, meetings, and special projects.

Administrative Operations

• Maintain accurate files, records, and organizational documentation.
• Support policy, accreditation, compliance, and reporting activities as assigned.
• Perform other duties necessary to support Executive Leadership and organizational operations.

Qualifications

• Bachelor's degree in Business Administration, Public Administration, Organizational Leadership, Communications, or a related field; Paralegal certificate or equivalent preferred.
• Three (3) years of progressively responsible administrative, executive support, legal support, project coordination, or related experience.
• Experience supporting senior leaders, boards, committees, or organizational projects preferred.
• Strong organizational, filing, communication, and problem-solving skills.
• Proficiency in Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to handle confidential and sensitive information with discretion.

Core Competencies

Mission and Values Alignment

• Demonstrates commitment to The Whole Person's mission, independent living philosophy, and organizational values.
• Treats consumers, employees, vendors, and community partners with respect and professionalism.

Communication

• Communicates clearly and professionally, both verbally and in writing.
• Builds positive working relationships across departments and with external stakeholders.

Organization and Accountability

• Effectively manages multiple priorities and deadlines.
• Demonstrates strong attention to detail and follow-through.
• Maintains high standards of accuracy and quality.

Initiative and Problem Solving

• Anticipates organizational needs and takes appropriate action.
• Identifies solutions and recommends process improvements.
• Exercises sound judgment in handling sensitive matters.

Confidentiality and Professionalism

• Maintains confidentiality of personnel, consumer, legal, and organizational information.
• Demonstrates integrity, discretion, and professionalism in all interactions.

Physical Requirements

• Ability to sit, stand, walk, bend, and lift up to 20 pounds as needed.
• Regular use of computers, telephones, and standard office equipment.
• Ability to travel locally for meetings and organizational events as needed.

Work Environment and Physical Demands

The Executive Support Coordinator works in a professional office environment and regularly uses standard office equipment, including computers, telephones, and copiers. This position requires frequent communication with executive leadership, employees, Board members, and external stakeholders.

The role involves prolonged periods of sitting, computer use, and keyboarding, with occasional standing, walking, and lifting of materials up to 20 pounds. Regular attendance at meetings and occasional local travel may be required to support organizational activities and events.

Other Duties: This job description is not exhaustive and may change at any time with or without notice.