Executive Coordinator

Pro-Vision Solutions, LLC; Byron Township, Northern (MI, KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Pro-Vision is seeking an on-site Executive Coordinator in Byron Center, MI to support the CFO and senior leadership with calendars, travel, expense reporting, and events.

The role requires 5+ years in executive assistant or office management, strong MS Office or Google Workspace skills, discretion with confidential information, and reliable on-site presence to ensure smooth day-to-day operations.

Qualifications

• Experience: 5+ years in an executive assistant or office management role.
• Proficiency with MS Office or Google Workspace.
• Excellent written and verbal communication skills.
• Discretion handling confidential information.
• Autonomy with strong problem-solving and attention to detail.

Responsibilities

• Provide administrative support to senior leadership and manage calendars.
• Coordinate domestic and international travel, accommodations, and itineraries.
• Assist with travel changes, expense reporting, and reimbursements.
• Plan and coordinate company events and executive meetings.
• Oversee office operations, vendor relations, and facilities needs.
• Communicate professionally with employees at all levels and support cross-functional projects.

Skills

Calendar management

Executive support

Travel planning

Expense reporting

MS Office

Google Workspace

Tools

MS Office Suite

Google Workspace

Job description

Pro-Vision is currently hiring for an on-site Executive Coordinator to join our office in Byron Center, MI. The Executive Coordinator provides high-level administrative and operational support to the Company’s executive and senior leadership team. This position serves as a key resource for coordinating schedules, meetings, travel, expenses, events, communications, office operations, and administrative activities across the organization — while also owning the day-to-day operations of the office, from vendor relationships and facilities to culture-building and event coordination. The Executive Coordinator must be highly organized, professional, responsive, and capable of managing multiple priorities. Success in this role requires exceptional judgment, discretion with confidential information, and the ability to move fluidly between strategic support and operational execution.

Pro-Vision is driving the future of video intelligence and data integration. We are dedicated to enhancing safety, increasing productivity, and protecting the critical assets of our customers. Organizations rely upon data and vision to provide certainty in decision making. Thousands of partners worldwide trust Pro-Vision to implement advanced recording and software solutions to address real world transit, public safety and commercial needs.

We believe that designing and deploying a comprehensive video solution allows organizations to provide a transparent and safer environment for their employees and the communities they serve.

The Executive Coordinator will report directly to our Chief Financial Officer and work on-site in the Byron Center, MI office. Some of the expected responsibilities are as follows:

Leadership Support

• Provide administrative support to Senior Leadership.
• Coordinate executive calendars, meetings, appointments, conference rooms, and schedules.
• Prepare agendas, presentations, reports, correspondence, and other materials.
• Coordinate internal and external meetings and ensure appropriate logistical support.
• Track action items, deadlines, and commitments as needed.
• Handle confidential and sensitive business, employee, financial, and organizational information with discretion.
• Anticipate administrative needs and proactively address issues before they become problems.
• Provide support for special projects and cross-functional initiatives.

Travel & Expense Management

• Coordinate domestic and international business travel, including flights, hotels, rental vehicles, and ground transportation.
• Prepare and maintain detailed travel itineraries.
• Assist executives and employees with travel changes, cancellations, and other travel-related needs.
• Assist with expense reporting and reconciliation for executives.
• Work with employees, Finance, and vendors to resolve travel and expense issues.

Event Planning & Coordination

• Assist with company events, leadership meetings, employee events, customer visits, Sales Kick-Off, holiday events, and other organizational activities.
• Coordinate vendors and service providers.
• Provide on-site event support as needed.

Office Operations & Presentation

• Monitor the appearance and presentation of reception areas, conference rooms, common areas, and executive spaces.
• Coordinate office supplies, equipment, furniture, signage, and other administrative needs.
• Work with vendors and service providers to address office and facility-related needs.

Inventory & Purchasing

• Monitor inventory levels and proactively replenish office supplies and other assigned inventory.
• Maintain organized inventory and storage areas.

Communication & Special Projects

• Serve as a professional point of contact for executives and senior leaders.
• Communicate effectively and professionally with employees at all levels.
• Prepare reports, spreadsheets, presentations, and other documents.
• Coordinate cross-functional projects and track deadlines.
• Perform other duties and special projects as assigned.

Qualifications

• Experience: 5+ years working in an executive assistant or office management position.
• Tech Literacy: Strong skill set in Microsoft Office Suite or Google Workspace, with a fast learning curve for new software.
• Communication: Clear, polite, and professional written and verbal communication style.
• Discretion: Proven ability to manage sensitive, highly confidential company and personal data safely.
• Autonomy: A self-starter mindset with strong problem-solving skills and great attention to detail.
• Regular on-site presence is required to support executives, meetings, events, and office operations.
• Must demonstrate reliability, professionalism, discretion, and consistent follow-through.