Executive Coordinator

EXECUTIVE COORDINATOR

Reports to:                Vice President of Operations
FLSA Status:            Exempt
Supervises:               None

POSITION SUMMARY:

 The Executive Coordinator serves as the CEO’s primary coordinator and liaison for external relations. The Executive Coordinator manages the CEO’s calendar and activities to ensure maximum efficiency and value, while assisting with administrative, finance, and operational functions.

ESSENTIAL FUNCTIONS:

  • Manages the CEO’s calendar and activities to ensure high value time utilization of the CEO in relationship to external and internal requirements. Briefs/updates the CEO on upcoming meetings and ongoing obligations
  • Acts as CEO’s liaison to the Board of Directors, attends Board meetings, takes minutes, prepares various materials for CEO’s Board reports; works with the CEO and senior management team to prepare materials for Board reports, and assists in ongoing communications and activities with the Board of Directors
  • Ensures the timely preparation and presentation of materials for key external and internal meetings involving the CEO
  • Reviews the CEO’s email communications and assists in providing timely responses
  • Works with management and staff teams to prepare CEO for external meetings, presentations, and events, and ensures timely follow up of all action items
  • Organizes CEO travel arrangements and prepares expense reports
  • Prepares briefing memos and relevant updates for CEO on outstanding projects, identifies issues, develops contingencies, and suggests remedies
  • Assists with or manages special projects which may include PR, securing speaking engagements, or specific personnel and organizational development initiatives
  • Supports the CEO in dealing with confidential or sensitive personnel or other organizational matters
  • Collaborates with CEO to foster a success-oriented, positive, high integrity organizational culture
  • Assists with orientation for new employees by providing information packets, reviewing company policies, explaining benefit programs, and obtaining signatures for documents.
  • Performs duties such as financial record keeping/data entry, creating invoices, correspondence, CRM database management and working on special projects
  • Oversees day-to-day office management duties including office supply orders, conference/meeting room scheduling, and organizing mailings.

OTHER RESPONSIBILITIES:

  • Participate in Ready, Ready Sponsored Events
  • Participate in professional development opportunities to improve skills
  • Perform other duties as assigned by CEO and VP of Operations

QUALIFICATIONS:

Education and Experience:

  • Bachelor’s Degree is required or equivalent work experience. Prefer 1-2 years’ experience as executive assistant to CEO or other C-level position
  • Experience interacting with a Board of Directors strongly preferred

Knowledge, Skills, and Abilities:

  • Strong verbal and written communication skills; ability to effectively present and execute on innovative ideas. Ability to write reports and business correspondence. Outstanding grammar and proofreading skills
  • Guided by exceptional decision-making skills, discretion and the ability to maintain confidentiality
  • Advanced knowledge of Microsoft Office Suite, Adobe Products, QuickBooks, and Google Workspace
  • Ability to work independently, as well as part of a high-performing team
  • A commitment to the vision and mission of Ready for School, Ready for Life
  • Strong sense of accountability, integrity, and ability to handle highly visible responsibilities
  • Ability to take initiative, act independently and direct one’s own work
  • Ability to effectively present information and respond to high level inquiries from clients, donors, partners, Board of Directors, and other community stakeholders

Physical Demands and Working Environment:

  • Regularly stand, sit, and walk; use hands; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell
  • Frequently lift and/or move up to 25 pounds
  • Generally works in an office environment, but may occasionally be required to perform job duties outside of the typical office setting
  • Occasional travel outside the office

TO APPLY: Please fill out an application here. We will only review applications submitted through Insperity. No phone calls or emails please.