Leadership Administration and Practice Coordinator

Leadership Administration and Practice Coordinator

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Join Our Growing Team Powering a Sustainable, Well, and Resilient Future.

Does this describe you?

• Do you like to assist leadership in operations in performing their best?
• Do you thrive in organizing processes, managing calendars, travel and meeting logistics?
• Do you love applying a keen attention to detail to your every day work?
• Do you like to continuously learn and explore new ways of gaining efficiency in processes?

If so, now is the perfect time to join HEAPY — a growing firm driven by innovation, purpose, and people. We’re expanding to meet the needs of our clients and communities, creating exciting new roles and growth opportunities along the way.

At HEAPY, our Colleague First approach means we invest in your career, well-being, and success. We’re committed to building a more sustainable world through thoughtful design and collaborative partnerships, and we’re looking for team members who want to grow with us while making an impact.

HEAPY is seeking a Part-Time Leadership Administration and Practice Coordinator to join our Colleague First culture in our Dayton office location in a hybrid arrangement. You’ll be empowered to do meaningful work, develop lasting relationships, and be part of a team where your ideas, growth, and authentic self are truly valued.

While the qualifications listed below outline an ideal candidate, we encourage individuals to apply. We value rising talent!

to Learn More About HEAPY!

Reporting to the Chief People Officer (CPO), the Leadership Administration and Practice Coordinator supports HEAPY leaders in an efficient, transparent manner, proactively combining executive support with operational coordination. This position provides administrative support for various practice and executive processes, including proposal development support, project planning/budgeting, customer relations management system updates, communications, calendar and meeting management, and presentations. This role ensures leaders are prepared, workflows are efficient, and systems, meetings, and communications are executed with discretion, foresight, and precision, while continuously improving how work gets done.

• Five years’ (minimum) executive-level assistant experience, preferably at a midsize company ($30m-70m company / 250+ people).
• Experience supporting multiple leaders within the organization.
• Demonstrated skills of being proactive, flexible, curious, detail-oriented, deeply service-driven, and solutions-oriented.
• Possession of a proactive and positive attitude with a willingness to learn and take on new challenges.
• Strong organizational skills with an ability to prioritize tasks and manage time effectively.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Aptitude for sound decision-making and problem-solving in pressure situations.
• Advanced Microsoft Office skills with exceptional efficiency, paired with a strong ability and interest to learn and adapt to new technologies quickly.
• Experience with Deltek VantagePoint or other similar system is preferred but not required.

• Supports executive effectiveness through managing calendars, meetings, logistics, communications, and materials.
• Maintains organized electronic files and records for the C Suite and Board of Directors, ensuring confidentiality and accuracy.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares internal meeting spaces, and attends/records/distributes meeting minutes related to the C Suite, Board of Directors, and Shareholder activities. This includes:
• Managing meeting and travel logistics (including airline travel) for Chief Executive Officer (CEO) with a high level of attention to detail, proactively gathering relevant information about venues, rooms, layouts, and…