Executive Assistant & Office Coordinator

The Executive Assistant & Office Coordinator is a dual-role position providing strategic-level administrative and operational support to the President, Chief Revenue Officer, and HR Director. This role serves as the operational backbone of executive leadership, managing complex calendars, orchestrating high-stakes travel logistics, coordinating client and vendor interactions, and ensuring flawless day-to-day office operations. The successful candidate anticipates executive needs, demonstrates exceptional attention to detail, and maintains composure in a fast-paced, logistics-driven environment. Priority support flows to the President, with secondary support to the CRO and HR Director.

DUTIES AND RESPONSIBILITIES:

Executive Support — President Priority

• Manage President’s calendar with precision, coordinating complex scheduling across internal leadership, client meetings, and board-level interactions
• Serve as calendar gatekeeper for CRO and HR Director, prioritizing competing demands
• Prepare executive summaries, meeting agendas, and briefing materials tailored to audience and context
• Draft and edit executive-level correspondence and communications on behalf of executives
• Handle confidential information with absolute discretion
• Screen, prioritize, and route communications to appropriate decision-makers
• Anticipate executive needs before they are articulated

Strategic Travel Coordination & Logistics

• Book and manage complex, multi-city travel itineraries for executives (domestic and international)
• Demonstrate strategic judgment on travel routing — optimize for efficiency, cost, and executive time (e.g., avoid unnecessary long-haul trips; consolidate regional travel when possible)
• Coordinate accommodations, ground transportation, and meeting logistics at each destination
• Prepare detailed travel itineraries including weather, venue layouts, distance between locations, timing considerations, and alternative routing options
• Monitor real-time travel changes and resolve disruptions proactively
• Manage executive travel expenses, reconcile receipts, and track spending in Excel
• Coordinate travel for multiple executives simultaneously, balancing competing schedules

Office Operations & Client Experience

• Serve as primary point of contact for all office operations and facilities management
• Coordinate conference room scheduling, setup, and technology for client visits and internal meetings
• Greet and coordinate logistics for client and vendor visits, ensuring professional first impressions
• Manage office vendors, supply ordering, and inventory (including facilities maintenance, supplies, equipment)
• Support office aesthetics and environment (e.g., plants, décor, cleanliness standards)
• Coordinate company events, executive visits, and high-caliber client entertainment
• Support onboarding logistics for new corporate hires (workspace setup, orientation materials, equipment)

Administrative Coordination & Process Management

• Track action items from executive meetings and follow up with department leaders on deadlines
• Maintain organized digital filing systems and document management
• Coordinate multi-signature document approvals and routing
• Support invoice approvals and expense tracking across executive accounts
• Assist with company-wide announcements and communications
• Manage project tracking and administrative support as assigned
• Additional duties as required

KEY COMPETENCIES:

• Exceptional organizational and prioritization skills with ability to juggle competing demands
• Meticulous attention to detail with strategic thinking (knowing what matters and why)
• Executive presence, discretion, and professional judgment
• Advanced written and verbal communication skills (including executive-level writing)
• Expert calendar and travel management expertise
• Proactive problem-solving and ability to anticipate needs
• Proficiency in Microsoft Excel (expense tracking, travel analytics, data organization)
• Ability to remain composed under pressure and meet tight deadlines
• Client-facing interpersonal skills and professional demeanor
• Understanding of logistics and operations environments

EXPERIENCE & QUALIFICATIONS:

• Minimum 5 plus years of executive administrative support (C-suite or senior leadership level preferred)
• Proven experience managing complex, multi-city travel itineraries
• Demonstrated ability to support multiple executives simultaneously
• Strong Excel proficiency — c…