Executive Coordinator

Consertus-US; Miami (FL); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Comprehensive health coverage

Life and disability insurance

Pet insurance, legal & supplemental|

401(k) with day-one eligibility, match

Generous time off: holidays + PTO

Consertus Academy for learning

Job summary

Consertus-US is seeking an seasoned Executive Coordinator to support our Operations leadership at the C-suite level in Miami. You will manage complex calendars, coordinate travel across time zones, and prepare materials for leadership reviews.

The ideal candidate has 10+ years of senior-executive support experience in fast‑growth settings, with discretion and superb communication skills. Proficiency in MS Office and scheduling tools is required.

Qualifications

• Minimum of 10 years supporting C-suite or senior executives.
• Experience managing complex calendars and logistics across multiple time zones.
• Exceptional written and verbal communication with high discretion.
• Proficiency with Microsoft Office and scheduling/collaboration tools.

Responsibilities

• Manage complex, high-volume calendars across multiple time zones, proactively resolving conflicts and prioritizing based on business impact.
• Prepare, synthesize, and proofread materials for operational reviews, leadership meetings, and cross-functional working sessions.
• Coordinate domestic and international travel, including itineraries and contingency planning.
• Serve as a key liaison between the executive and internal stakeholders across Operations, Finance, Legal, and other units.
• Track and follow up on action items and deliverables, ensuring deadlines are met.
• Draft and manage correspondence and documentation requiring a high level of polish and discretion.
• Support planning and logistics for leadership offsites, team meetings, and operational business reviews.
• Maintain confidential records related to operational initiatives.

Skills

Calendar management

Executive support

Communication

Discretion

MS Office

Time management

Cross-functional liaison

Education

Bachelor’s degree preferred

Tools

Outlook

Scheduling tools

Job description

About Us:

Consertus is an AI-native global capital program management and advisory firm that combines deep industry expertise with advanced digital capabilities to deliver smarter, faster, and more sustainable outcomes. Headquartered in Miami, Florida, and supported by a team of more than 1,500 professionals, we help clients plan, deliver, and optimize complex capital programs across the full project lifecycle. Our integrated capabilities span advisory, digital solutions, engineering and design, and program delivery, enabling organizations to navigate complexity, mitigate risk, and achieve strategic objectives. We serve a diverse range of industries, including aviation, transportation, transit, water, healthcare, energy, education, government, commercial real estate, life sciences, and technology. At Consertus, we believe our people are our greatest strength. We foster a collaborative, flexible, and inclusive environment where individuals can grow, develop their skills, and make a meaningful impact. Together, we’re transforming the way the world is planned, built, and delivered. Learn more about how Consertus is creating lasting value for clients, communities, and our people at www.consertus.com.

About this Role:

We are seeking a seasoned Executive Coordinator to support our Operations leadership at the C-suite level. This role goes beyond traditional administrative support — you will serve as a trusted operational partner, managing complex scheduling and stakeholder coordination, anticipating needs before they arise, and helping drive the operational rhythm of the executive’s day‑to‑day. The ideal candidate brings significant experience supporting senior executives in fast‑paced, high‑growth environments and can operate with sound judgment and discretion in ambiguous, high‑stakes situations.

Key Responsibilities:

• Manage complex, high-volume calendars and scheduling across multiple time zones, proactively resolving conflicts and prioritizing based on business impact
• Prepare, synthesize, and proofread materials for operational reviews, leadership meetings, and cross-functional working sessions
• Coordinate domestic and international travel, including detailed itineraries and contingency planning
• Serve as a key liaison between the executive and internal stakeholders across Operations, Finance, Legal, and other business units, exercising judgment on what requires escalation
• Track and follow up on action items and deliverables arising from operational and leadership meetings, holding stakeholders accountable to deadlines
• Draft and manage correspondence, communications, and documentation requiring a high level of polish and discretion
• Support planning and logistics for leadership offsites, team meetings, and operational business reviews
• Maintain organized, confidential records and documentation related to operational initiatives
• Anticipate the executive’s needs and proactively manage competing priorities with minimal direction
• Exercise absolute discretion in handling sensitive business, personnel, and operational information

Qualifications/Requirements:

• Bachelor’s degree preferred; equivalent professional experience will be considered
• Minimum of 10 years of experience supporting C-suite or other senior executives, ideally within operations, consulting, or a high‑growth corporate environment
• Demonstrated ability to manage complex calendars, logistics, and competing priorities with minimal oversight
• Exceptional written and verbal communication skills, with the ability to represent the executive’s voice and priorities accurately
• Strong business acumen and comfort operating in ambiguous, fast-moving environments
• High level of discretion, professionalism, and sound judgment in handling confidential information
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and scheduling/collaboration tools

What’s In It For You:

• Comprehensive health coverage (medical, dental, and vision)
• Company-paid life and disability insurance
• Optional benefits like pet insurance, legal, and supplemental health plans
• 401(k) with day‑one eligibility, 3% safe harbor, plus up to 2.5% company match
• Generous time off: 10 paid holidays and PTO starting at 15 days, growing up to 25
• Access to Consertus Academy for continuous learning and development

Equal Employment Opportunity Statement:

Consertus is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants from all backgrounds and identities, and we do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, age, veteran status, or any other protected status.

Consertus drives positive outcomes for capital programs around the world through transformative advisory and delivery solutions and digital innovations. By leveraging leading-edge technology and embracing a collaborative, client‑first spirit, Consertus works smarter to deliver results that offer higher performance, more longevity, and greater value for clients.

Consertus is made up of 800+ full‑time employees located across the United States, Puerto Rico, United Kingdom, Kingdom of Saudi Arabia, UAE, and India. An international client base, in sectors such as transportation, manufacturing, utilities, government, and healthcare, partners with Consertus for tailored solutions that help them achieve their goals.