Executive Assistant & Operations Coordinator

Baltimore Aircoil Company, Inc.; Montevideo (MD); On-site; USD 64,000 - 109,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k

Employee stock ownership plan

Annual bonus

Job summary

Baltimore Aircoil Company, Inc. is seeking an Executive Assistant Coordinator to support the Executive Administrative Assistant.

The role ensures seamless day-to-day operations, strong internal coordination, and confidential handling of executive priorities in a fast-paced environment. You will manage calendars across multiple time zones, coordinate meetings and travel (domestic and international), prepare presentations and reports, and back up the CEO’s office as needed.

Qualifications

• 2–5+ years of administrative, coordinator, or executive support experience.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• High attention to detail and follow-through.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams).
• Ability to handle sensitive information with discretion and professionalism.

Responsibilities

• Provide day-to-day administrative support to the Executive Assistant to the CEO.
• Assist with calendar management, meeting coordination, and scheduling across time zones.
• Coordinate logistics for meetings including agendas, materials, catering, and follow-ups.
• Prepare and format presentations, reports, and internal documents (PowerPoint, Word, Excel).
• Serve as a backup point of contact when the Full-Time Executive Assistant is unavailable.
• Support execution of All Employee Meetings and other meetings as needed (logistics, materials, live support).
• Take meeting notes and track action items when required.
• Assist with drafting and distributing internal communications.
• Assist with coordination and execution of domestic and international travel logistics.
• Support visa and international travel documentation preparation, including gathering required materials, tracking deadlines, and coordinating with external visa providers.
• Assist with expense report preparation and submission.
• Maintain organized filing systems (digital and physical) for executive materials.
• Support record retention and documentation processes.
• Coordinate with internal stakeholders and external partners/vendors.
• Support internal and external event coordination.
• Support ad hoc projects and high-priority initiatives as assigned.

Skills

Administrative experience

Organizational skills

Communication skills

Discretion

Proactive

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Teams

Job description

Baltimore Aircoil Company, Inc. is seeking an Executive Assistant Coordinator to support the Executive Administrative Assistant.

The role ensures seamless day-to-day operations, strong internal coordination, and confidential handling of executive priorities in a fast-paced environment. You will manage calendars across multiple time zones, coordinate meetings and travel (domestic and international), prepare presentations and reports, and back up the CEO’s office as needed.