Executive Coordinator

City of Cleveland; Cleveland (OH); On-site; USD 60,000 - 75,000; Full time

Job summary

City of Cleveland seeks an Executive Coordinator to provide executive-level administrative support to the Administrator and Director of Operations. This role coordinates schedules, prepares briefing materials, and facilitates communication across departments and external partners.

Key duties include managing calendars, tracking deadlines, supporting procurement and reporting, and ensuring timely follow-up on assignments and directives.

Qualifications

• Bachelor's degree in a related field and two years of administrative/project coordination experience.
• Ability to lift and carry up to 30 pounds.
• Strong organizational, written, and verbal communication skills; ability to manage multiple priorities and maintain confidentiality.

Responsibilities

• Provide direct executive support to the Administrator and Director of Operations.
• Manage calendars, schedule meetings, prepare correspondence, agendas, and briefing materials.
• Coordinate departmental and executive meetings, events, trainings, and special initiatives.
• Track assignments, deadlines, and follow-up; facilitate communication among leadership, staff, and stakeholders.
• Support procurement, contracts, vendors, records, and reporting processes.

Skills

Time management

Written communication

Verbal communication

Interpersonal skills

Organizational skills

Confidential information handling

Education

Bachelor's degree in Business Administration

Bachelor's degree in Public Administration

Master’s degree (preferred)

Tools

Microsoft Office

Job description

Executive Coordinator

The Executive Coordinator provides executive-level administrative and organizational coordination support to the Administrator and Director of Operations. The position serves as a key resource for the executive and operations functions of the Office of Professional Standards by coordinating schedules and meetings, facilitating communication, managing executive information and records, coordinating administrative processes, and ensuring timely follow-up on assignments and directives. The Executive Coordinator works closely with both the Administrator and Director of Operations and balances responsibilities between executive-office support and departmental operations. The position does not establish departmentalstrategy, exercise independent executive authority, or supervise staff.Under administrative direction, is responsible for planning and adminstering a specific project or program for a City department. Serves as the administrative supervisor on projects or programs. Plans, assigns, supervises, and reviews activities of subordinate personnel. Monitors the project or program's operating budget and assists in the annual preparation of same. Designs, implements, and monitors procedures utilized in program evaluation. Develops and secures commitments from other City departments and agencies to provide services to program participants. Provides technical assistance or reviews program policies and procedures. Maintains current information and oversees the preparation of project status reports. Prepares financial and narrative reports and program applications. Communicates project/program status and information to municipal officials and/or public and private entities. May supervise employees assigned to the respective project. Performs other related duties as required.Bachelor's Degree from an accredited four-year college or university in Business or Public Administration, Social Sciences, or closely related field preferred. Two (2) years of any equivalent combination of education, training and experience in program administration required. Must be able to lift and carry thirty (30) pounds. Valid State of Ohio Driver's License required.

Additional Examples of Duties

The Executive Coordinator provides direct executive support to the Administrator and administrative support to the Director of Operations. Duties include managing the Administrator’s schedule and executive commitments; preparing correspondence, reports, agendas, and briefing materials; coordinating departmental and executive meetings, events, trainings, and special initiatives; tracking assignments, deadlines, and follow-up; and facilitating communication among executive leadership, OPS staff, City departments, governmental agencies, oversight entities, and external partners. The position also assists with departmental administrative processes, including procurement, contracts, vendors, records, and reporting; maintains executive records and information systems; coordinates responses to routine requests; identifies opportunities to improve administrative processes; and participates in committees, workgroups, community events, and other special assignments as directed.

Additional Minimum Qualifications

A bachelor’s degree from an accredited college or university in business administration, public administration, communications, organizational management, or a related field, and two years of progressively responsible administrative, executive support, project coordination, or organizational experience. Candidates must demonstrate strong organizational, written and verbal communication, interpersonal, and time-management skills; the ability to manage multiple priorities and sensitive or confidential information; proficiency with Microsoft Office and other standard office technology; and the ability to exercise sound judgment, maintain professionalism, and work effectively with executive leadership, staff, City departments, and external stakeholders.

PREFERRED QUALIFICATIONS:

A bachelor’s or master’s degree in public administration, business administration, organizational leadership, communications, or a related field, along with experience supporting executive leadership in a municipal, governmental, nonprofit, or similarly complex organization. Preferred candidates will have experience coordinating meetings and organizational initiatives, managing executive correspondence and records, supporting procurement or administrative processes, and working across departments or with external stakeholders. Familiarity is also preferred.

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.