Executive Coordinator

Department: Executive Leadership / Communications

Reports To: VP, CEO and Chief of Communications

Location: On-site

Employment Type: Full-time

We are seeking a highly organized, proactive, and professional Executive Coordinator to support the VP & CEO and the Chief of Communications
. This role requires exceptional calendar management, client scheduling, and coordination skills
, as well as strong judgment, discretion, and the ability to manage shifting priorities across two senior leaders.

The Executive Coordinator will serve as a key point of contact for internal teams and external clients, ensuring seamless scheduling, clear communication, and smooth day-to-day operations for executive leadership.

• Manage calendars for the VP, CEO, and Chief of Communications
• Coordinate client meetings, calls, media-related appointments, and internal leadership meetings
• Serve as a primary point of contact for external clients, partners, and stakeholders regarding scheduling and logistics
• Proactively identify scheduling conflicts and recommend solutions
• Prepare and send calendar invitations, confirmations, reminders, and follow-ups
• Coordinate meetings across multiple time zones as needed

• Provide administrative support to the executives
• Draft, edit, and manage professional correspondence on behalf of leadership
• Assist with preparation for meetings, presentations, and client engagements
• Maintain organized records, contacts, and executive files
• Handle confidential, sensitive, and time-critical information with discretion

• Partner closely with the Chief of Communications on scheduling related to media, messaging, and external engagements
• Liaise between executives, internal departments, and external parties to ensure alignment and timely communication
• Track action items, deadlines, and follow-ups resulting from meetings
• Support special projects, events, and ad hoc initiatives as needed

• Proven experience as an Executive Coordinator or senior administrative professional supporting executive leadership
• Strong background in heavy calendar management and client-facing scheduling
• Excellent written and verbal communication skills
• High level of professionalism, maturity, and discretion
• Exceptional organizational skills and attention to detail
• Ability to manage competing priorities in a fast-paced environment
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools
• Strong problem-solving skills and ability to anticipate executive needs

• Experience supporting multiple executives simultaneously
• Experience in communications, media, finance, real estate, or client-driven environment