Executive Coordinator (One Day a Week In Office)

Hawthorne Lane; Washington (District of Columbia); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Hawthorne Lane is seeking an ambitious Executive Coordinator to support the CEO and executive office. You will manage fast-paced calendars, travel logistics, and cross-team coordination, ensuring priorities stay on track and workflows run smoothly.

Ideal candidates bring at least three years of administrative experience, strong Google Workspace skills, and a proactive, highly organized mindset to thrive in a dynamic environment.

Qualifications

• Three or more years of administrative experience supporting senior leadership.
• Proficiency with Google Workspace and related tech tools.
• Exceptional organizational skills and ability to manage multiple priorities.
• Proactive approach to identifying bottlenecks and solutions.
• Attention to detail in communications, schedules, and documentation.

Responsibilities

• Support executive workflow and communications with polished correspondence and meeting prep.
• Manage scheduling, reminders, and cross-team commitments from leadership meetings.
• Coordinate complex calendars across multiple entities and time zones.
• Prepare agendas, briefing memos, and reports for the Global CEO.
• Handle domestic and international travel logistics and security planning.
• Oversee expenses and administrative documentation with policy compliance.

Skills

Administrative experience

Google Workspace expertise

Strong organizational skills

Proactive mindset

Detail-oriented

Tools

Google Workspace

Job description

This Foundation is seeking an ambitious, hardworking, administrative professional for their Executive Coordinator opening. This role provides the opportunity to provide essential administrative support for a CEO and busy executive office, handling fast-paced calendar management, travel logistics, and day-to-day coordination with internal and external partners. You’ll serve as a key connector across teams, ensuring priorities stay on track and work flows seamlessly for maximum leadership impact. To thrive, you should bring a strong administrative background, solid tech skills, a collaborative mindset, and the confidence to jump right in and maintain high standards in a fast-moving, ever-evolving environment.

Key Responsibilities:

• Support executive workflowand communicationsthrough polished correspondence, scheduling communications, meeting preparation, follow-up tracking, reminders,and special projects.Track action items and cross-team commitments following leadership meetings to ensure key organizational projects remain on timeline.
• Exercise sound judgmenton scheduling andpriorities, proactively resolvingconflicts and ensuringthe team’s timeis aligned withstrategic goals andoverall effectiveness.
• Manage complex, high-volumecalendaracross multiple entities, strategically prioritizingcommitments, stakeholderdemands, travel, boardobligations, philanthropy, advocacy, and organizationalpriorities.
• Prepare formal communications and documentation, including drafting meeting agendas, briefing memos, research, presentations, and analytical reports for the Global CEO to share with internal and external stakeholders.
• Manage all domesticand internationaltravel, including flights, accommodations, ground transportation,visas, insurance, securitycoordination, itineraries, and contingency planning. Maintain up-to-date executive preference profiles, loyalty programs, travel documents, and security protocols to ensure seamless travel execution.
• Oversee all expensesand administrative documentation, ensuring accurate reconciliation, receipt tracking, entity-specificcategorization, timelyprocessing, and policycompliance.

Why You’ll Love Working Here:

• Join a team that is extremely hardworking, mission-oriented, and operating on a global scale.
• Employees enjoy competitive compensation commensurate of experience and generous, well-rounded benefit offerings.
• This opportunity is very hybrid friendly, only requiring one day in office with the flexibility to come in more depending on business needs.

What We’re Looking For:

• Eager, administrative professional. You bring a minimum of three (3) years of prior administrative experience, and your professionalism is evident in your polished written and verbal communication with senior leadership and external contacts.
• Google Suite savvy. You have extensive experience working professionally in Google Workspace. Strong technical skills will be essential to success in this role.
• Exceptionally organized. You bring structure to complexity, skillfully balancing multiple priorities, different time zones, and timelines seamlessly, knowing when to elevate matters appropriately.
• Proactive mindset. You have proven ability to spot operational bottlenecks, anticipate needs before they arise and suggest clear, actionable solutions.
• Detail-oriented.

The salary listed reflects the anticipated compensation range for this position. Actual compensation will be determined based on relevant experience, qualifications, location, business considerations, and internal equity. Final offer amounts are determined at the employer’s discretion.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against based on race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.