Executive Coordinator

Our client, a private philanthropic organization, is seeking an executive coordinator to support the Senior Vice President of the Program Team.

• Pay Rate - $40-$45/hour
• Three month assignment
  
  
  

Responsibilities:


Provide strategic calendar management, planning, and travel (60%)

• Manage the SVP’s schedule by taking in requests for meetings, compiling the requests for the SVP’s review and decision-making, and following up reliably and promptly with meticulous care and detail.
• Anticipate and forecast potential scheduling needs, including calendaring time to ensure the SVP’s schedule reflects the short-, medium- and long-term priorities of the organization.
• Coordinate and book SVP’s travel, including confirming travel itineraries within Concur (FTF’s expense system) and creating and documenting travel plans and confirming day-of travel details.
• Coordinate daily with external vendors to ensure seamless travel.
• Correspond and coordinate with the SVP so both parties are well-informed of commitments and changes to the SVP’s schedule and manage revisions or cancellations and rescheduling as needed, including providing daily and weekly digests to communicate commitments and itineraries.
• Collaborate with the SVP to review and improve scheduling and coordination processes, adapting practices as needed to meet the needs of the SVP, FTF team, and external audiences.
• Correspond with people requesting meetings in ways that communicate respect, care, and discretion to ensure SVP’s time is strategically aligned with the organization’s priorities.
• Communicate last minute cancellations or changes to others, as needed.
• Coordinate with other members of the team to respectfully hand-off meeting requests where appropriate; and
• Travel, as needed, to support the SVP for key meetings and events.
  
  
  

Support effective meeting logistics (20%)

• Ensure smooth logistical coordination for meetings by reserving and setting up virtual or physical meeting space; coordinating and booking travel; sending invitations, agendas and materials to appropriate people; and compiling advanced background material.
• Receive and direct visitors for meetings involving the SVP.
• Coordinate with the Office Management team about rooms, food, and early or late set up; and
• Order food for meetings as needed, coordinating delivery with the building, vendor, and Office Management team.
  
  
  

Complete SVP’s administrative tasks and projects (10%)

• Manage and reconcile SVP’s expenses.
• Attend meetings to record minutes, document follow up items, and circulate meeting summaries to appropriate parties, as needed.
• Assist with the design and preparation of documents, reports, and presentations, as needed.
• Maintain filing upkeep; and
• Assist with special projects.
  
  
  

Build relationships and ensure thoughtful, effective communication (10%)

• Build relationships with team members and external constituencies who are in regular contact with the SVP to support effective coordination and access.
• Maintain open communication with the team, providing a bridge to foresee, identify, or address any issues that should be raised for consideration by the SVP.
• Provide backup support to other Executive Coordinators and reception, as needed; and
• Communicate thoughtfully and respectfully to internal and external audiences, holding care and confidentiality, exercising judgement, and maintaining credibility and trust.
• Perform other related duties as requested or as responsibilities dictate.
  
  
  

Required Qualifications:

• Minimum of five years of experience as an Executive Assistant, with significant experience working with a high-profile leader.
• Exceptional judgement, ability to hold and keep confidential information, and ensure complete discretion.
• Meticulous organizational and tracking skills and attention to detail for self and others.
• A "no task too small" mindset, with humility, initiative, and a collaborative spirit.
• Helpful and willing to pitch in as needs arise.
• Ability to thrive in ambiguity and pivot gracefully between different teams or projects.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace and comfort with digital tools (e.g. Canva, Visio).
• A curious, proactive learner who brings positivity and resilience to changing circumstances.
• A strong alignment with the foundation’s mission and values.
• Enthusiasm to build a culture that is rooted in shared values, supports staff to bring their best selves to the work, and enables the foundation to achieve its highest aspirations.
  
  
  

If you meet the required qualifications and are interested in this role, please apply today.

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