Executive Administrative Coordinator: Calendar, Travel & Events

Jobtailor; Charlotte (NC); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support the President Emerita. The role involves managing calendars, coordinating travel, handling correspondence, and coordinating office operations with a high degree of discretion.

The ideal candidate will have at least 3 years of executive support experience, exceptional organizational skills, and proficiency in Microsoft Office and Google Workspace.

Qualifications

• Bachelor’s degree preferred; relevant experience may substitute.
• Minimum of 3 years of executive or senior-level administrative experience.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities independently.
• High level of discretion and ability to handle confidential information.
• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms.
• Experience in higher education, nonprofit, or executive office environments preferred.
• Experience supporting senior leaders or public figures preferred.

Responsibilities

• Manage the President Emerita’s calendar with meetings, travel, and events.
• Coordinate internal and external requests and prioritize commitments.
• Arrange meeting logistics and distribute relevant information.
• Monitor scheduling conflicts and maintain records of commitments.
• Arrange travel including flights, lodging, ground transportation, itineraries.
• Assist with travel reimbursements.
• Draft, proofread, format, and distribute correspondence.
• Manage incoming email, mail, and requests; maintain contact records.
• Support preparation of briefing material and remarks.
• Serve as the primary contact for the President Emerita’s office.
• Coordinate supplies and basic office operations.
• Process invoices and administrative paperwork.
• Assist with event planning and attendee coordination.
• Support short-term projects and cross-functional initiatives.

Skills

Calendar Management

Travel Coordination

Event Logistics

Document Drafting

Invoice Processing

Task Tracking

Confidentiality

Research Support

Meeting Logistics

Correspondence Management

Interpersonal Skills

Attention to Detail

Discretion

Multitasking

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

Virtual Meeting Platforms

Job description

Jobtailor is seeking an experienced Executive Assistant to support the President Emerita. The role involves managing calendars, coordinating travel, handling correspondence, and coordinating office operations with a high degree of discretion.

The ideal candidate will have at least 3 years of executive support experience, exceptional organizational skills, and proficiency in Microsoft Office and Google Workspace.