Coordinator, Executive Office

American-Society-of-Association-Exe; Washington (District of Columbia); On-site; USD 69,000 - 80,000; Full time

Benefits offered by this job

Flexible Work Hours

Medical, Dental, Vision

Prescription Plan

Flexible Spending Account

Health Savings Account

Generous 401k Retirement Plan

Employee Assistance Program (EAP)

Tuition Reimbursement

Company Paid Professional Development

Job summary

American-Society-of-Association-Exe is seeking an Executive Office Coordinator in Washington, DC to provide administrative, scheduling, meetings and travel support for the Executive Office and CEO.

The ideal candidate has a bachelor’s degree (or equivalent) and 3–5 years of senior-level administrative experience, is highly organized, communicates clearly, and works well across IT, facilities, and finance in a fast-paced environment. Hybrid work and competitive benefits offered.

Qualifications

• Bachelor's degree or equivalent combination of work experience, training, and certifications.
• 3–5 years of experience providing executive-level support to a senior executive or board of directors, with calendar management and travel coordination.
• Experience preparing and distributing materials for board or committee audiences with discretion.
• Experience partnering cross-functionally (e.g., IT, Facilities, Finance) to coordinate meeting logistics and events in a fast-paced environment.

Responsibilities

• Provide administrative, scheduling, meetings and travel support for the Executive Office.
• Serve as primary point of contact for the CEO, screening and prioritizing requests.
• Prepare, organize, and distribute materials for Board communications.
• Assist with PowerPoint presentations, Excel spreadsheets, and other business documents.
• Coordinate travel arrangements and meeting logistics for the CEO.

Skills

Professionalism

Attention to detail

Communication (written and verbal)

Customer service

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Organizational skills

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Job description

Job Details

Location: DC Office - Washington, DC 20005

Position Type: Full Time

Salary Range: $33.34 - $38.47 Hourly

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Executive Office Support

• Under the direction of the Director, Executive Office, as the Coordinator, your daily functions will include, but are not limited to, providing administrative, scheduling, meetings and travel support for the Executive Office.
• Serve as primary point of contact for the CEO, screening and prioritizing incoming requests and correspondence.
• Provide administrative support for Board of Directors communication from the CEO to the Board of Directors, including preparing, organizing, and distributing materials in a timely and professional manner while reflecting the CEO’s preferred style and tone.
• Assist with preparing PowerPoint presentations and/or Excel spreadsheets, and other business documents, as needed, including compiling information, organizing content, formatting materials and reviewing accuracy, as needed.
• Work in partnership with the Director, Executive Office and VP of CEO Programming & Compensation to develop and support the CEO partnership experience.

Travel Support

• Coordinate all domestic and international travel arrangements.
• Coordinate CEO meeting and travel schedule, including calendar management, logistics coordination, and the preparation of presentations and timely briefing materials to ensure the CEO is well informed and prepared for engagements.
• Coordination of travel reimbursements/expense reports.

Meeting Support

• Coordinate logistics for all internal and external meetings to include meeting preparation, etc.
• Planning and executing calendaring functions for virtual and in-person meetings and events.
• Coordinate conference room set-up and meeting support, including room preparation, materials, and basic technology readiness. Partner with IT and facilities to address equipment and connectivity needs and help ensure a seamless meeting experience.
• In partnership with the Director, Executive Office, provides administrative coordination for board and committee meetings including, preparing and distributing materials, coordinating meeting logistics, and supporting follow-up, if needed.
• Provide visitor management and hospitality support by coordinating guests' arrivals, preparing meeting spaces, arranging hospitality details, and ensuring visitors, board members, and other stakeholders experience a professional and welcoming environment.

Other Responsibilities

• Manage Executive Office’s office supply inventory and replenishment, including monitoring by inventory, ordering and organizing supplies, maintaining supply storage area, and ensuring the office is equipped to support efficient day-to-day operations.
• Provide administrative support for the procurement process to include invoice coding, payment processing coordination, and recordkeeping.
• Other duties or special projects as assigned.

Essential Skills

• High degree of professionalism and discretion
• Superior attention to detail
• Strong communication skills, written and verbal
• Superior commitment to customer service
• Advanced skills in Microsoft Word, Outlook and PowerPoint
• Moderate skills in Microsoft Excel
• Versatile and reliable starter with first rate organizational skills

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional hybrid work environment.

Physical Demands

No physical demands for this position other than those typical for an office environment.

Position Type and Expected Hours of Work

This is a Full-time position. Flexible work schedule and ability to work from hybrid up to three days a week.

Travel

No travel is expected for this position.

Required Education and Experience

• A bachelor's degree preferred or equivalent combination of work experience, training and certifications.
• A minimum of three to five years of experience providing direct administrative or executive-level support to a senior executive, C-suite leader, or Board of Directors, including managing complex and shifting calendars, coordinating high-level meetings and domestic/international travel, and preparing or handling confidential correspondence and materials with discretion.
• Demonstrated experience preparing, organizing, and distributing materials for board- or committee-level audiences, with sound judgment in reflecting an executive's preferred tone and style.
• Experience partnering cross-functionally (e.g., IT, Facilities, Finance) to coordinate meeting logistics, events, and executive operations in a fast-paced, deadline-driven environment.

Preferred Education and Experience

• Association-based work experience a plus.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

• Flexible Work Hours
• Medical, Dental, Vision
• Prescription Plan
• Flexible Spending Account
• Dependent Care Flexible Spending Account
• Health Savings Account
• Generous 401k Retirement Plan
• Employee Assistance Program (EAP)
• AFLAC
• Legal and Identity Theft Plans
• Company Paid Professional Development
• Tuition Reimbursement