Executive Coordinator

Summary

The Executive Coordinator provides administrative and coordination support to senior leadership, with primary support to the Chief of Staff (CoS) and Chief Executive Officer (CEO). This is an entry‑level to early‑career role ideal for a highly organized, detail‑oriented professional who thrives in a fast‑paced, mission‑driven environment and is eager to grow their skills in executive support and organizational operations.

The Executive Coordinator will assist with scheduling, meeting coordination, document preparation, information tracking, and general administrative support. The role requires strong multitasking skills, adaptability, and resourcefulness, as priorities may shift quickly. The individual must demonstrate professionalism, discretion, and a willingness to learn while supporting leadership in advancing Mary’s Center’s mission and goals.

This position will report directly to the Chief of Staff and provides day‑to‑day coordination support for the CEO and executive office.

• Provide administrative and coordination support to the CoS and executive office to ensure smooth daily operations and timely communication.
• Independently prioritize and triage executive requests and complete priorities.
• Own executive office workflows and make decisions without routine supervision.
• Develop/improve operational processes that impact the organization.
• Prepare executive briefings that include analysis and recommendations.
• Manage vendor services with evaluative decision‑making authority (within guidelines).
• Assist with calendar coordination, including scheduling meetings, confirming attendees, preparing agendas, and flagging conflicts or changes.
• Support meeting logistics by preparing materials, taking notes, and drafting and distributing meeting minutes as needed.
• Assist with internal and external communications, including drafting correspondence, emails, and basic presentations under direction.
• Serve as a point of contact for the executive office by answering and routing calls, emails, visitors, and inquiries in a professional and timely manner.
• Coordinate logistics for meetings, convenings, retreats, and events, including room setup, materials, and basic vendor coordination.
• Assist with travel arrangements and itineraries for the CEO and support expense tracking and reimbursement submissions.
• Help maintain organized electronic and paper filing systems, including document management and archiving.
• Conduct basic research and information gathering and prepare summaries or briefing materials as requested.
• Track follow‑ups, action items, and requests to support timely responses and task completion.
• Support collaboration with internal departments (e.g., Communications, Development, Finance, People Department, IT) to ensure information is shared accurately and efficiently.
• Assist with maintaining office supply inventory and submitting supply requests as needed.
• Support administrative processes such as time‑off tracking and timecard reminders for staff reporting to the CEO.
• Maintain a working knowledge of Mary’s Center’s programs, services, and leadership structure.
• Demonstrate flexibility and a positive attitude when priorities shift or urgent needs arise.
• Perform other related duties as assigned.

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree preferred; relevant coursework or equivalent administrative experience will be considered.
• 2+ years of administrative, coordination, or office support experience (internships or volunteer experience welcome).
• Strong organizational and time‑management skills with the ability to multitask and manage competing priorities.
• Experience working with a team in a fast‑paced setting and excellent verbal, written and analytical skills.
• Strong written and verbal communication skills with attention to detail.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Proficienc…