Executive Project Coordinator

Transwestern; Minneapolis, Northern (MN, KY); On-site; USD 70,000 - 100,000; Full time

Job summary

Transwestern Minneapolis/Atlanta is seeking an Executive Project Coordinator to provide high-level executive and project coordination support to senior leadership. The role manages priorities, calendars, communications, and cross-functional initiatives to ensure critical projects progress efficiently and align with organizational goals.

Ideal candidates bring 5+ years of project coordination experience, advanced MS Office, Workday, and Zoom proficiency, and a disciplined, confidential approach

Qualifications

• Bachelor’s degree in communication, business administration, or related field is required.
• Minimum of 5+ years of project coordination/operations/administration experience in a corporate environment.
• Strong ability to facilitate communication among stakeholders and manage multiple priorities.

Responsibilities

• Coordinate and execute strategic initiatives and cross-functional priorities with senior leadership.
• Develop and maintain project plans, timelines, milestones, and status updates.
• Manage executive calendars and meeting logistics for senior leaders, resolving conflicts proactively.
• Draft and coordinate leadership communications, prepare reports and presentations.
• Monitor progress, identify risks, and drive resolutions to keep initiatives on schedule.

Skills

Project coordination

Communication

Cross-functional collaboration

Time management

Problem-solving

MS Office

Workday

Zoom

Education

Bachelor’s degree in communication or business administration

Tools

Workday

Zoom

Microsoft Office

Job description

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance. Transwestern Services turns strategy into reality with consistency and accountability, collaborating to provide dynamic, tailored solutions. Whether representing a tenant, advising an investor or repositioning an asset, we operate with tenacity and own the outcome every time. Our 2,200-strong team works across service lines, ready to activate our full platform to deliver a customized, cohesive experience for clients.

POSITION SUMMARY

The Executive Project Coordinator provides high-level executive, administrative, and project coordination support to senior leadership, including TRS Executives and Regional Operating Officers. The role manages executive priorities, leadership meeting cadences, communications, and key deliverables while coordinating cross-functional initiatives and ensuring critical projects progress efficiently and align with organizational objectives. This role requires a highly organized, proactive professional who excels at managing multiple priorities, building relationships, and influencing outcomes through collaboration. Success in this role requires strong project management, communication, and problem‑solving skills, as well as the ability to exercise sound judgment, maintain confidentiality, exercise discretion and operate with a high degree of professionalism while supporting executive leaders and complex business initiatives.

POSITION ESSENTIAL FUNCTIONS

• Partner with senior leadership to coordinate and execute strategic initiatives, special projects, and cross-functional priorities.
• Develop and maintain project plans, timelines, milestones, action items, and status updates to ensure timely completion of key initiatives.
• Manage executive calendars for the President and the Chief Operating Officer, scheduling priorities, and meeting logistics, proactively resolving conflicts and ensuring leaders are prepared for key commitments.
• Establish and coordinate recurring meeting cadences for Market Leaders, Regional Operating Officers, and corporate partners, including IT, Human Resources, Finance, Marketing, and Legal.
• Prepare and reconcile executive expense reports for the President and the Chief Operating Officer.
• Coordinate travel arrangements, itineraries, and related logistics, as needed.
• Facilitate communication and collaboration across business units, serving as a liaison among executives, internal teams, and external stakeholders; draft correspondence and ensure timely follow-up on leadership priorities, projects, and requests.
• Maintain organized executive-level records, project documentation, decision logs, and other materials needed to support continuity and effective follow-through.
• Track project deliverables, identify risks or roadblocks, and proactively drive resolutions to keep initiatives on schedule.
• Partner with the Office of Administration on plans for implementation and execution of corporate projects and initiatives.
• Coordinate leadership meetings, project reviews, and planning sessions, including agenda development, meeting facilitation, documentation of key decisions, and follow-up on action items.
• Prepare and edit executive-level presentations, reports, dashboards, and communications that support decision-making and organizational objectives.
• Monitor progress against strategic goals and provide regular updates to leadership regarding project status, priorities, and outcomes.
• Identify opportunities to streamline processes, improve communication, and enhance operational efficiency across teams.
• Build and maintain strong working relationships with key stakeholders while representing leadership with professionalism, discretion, and sound judgment.
• Manage sensitive and confidential information with the highest level of integrity and professionalism.
• Coordinate internal events, leadership off‑sites, and business activities related to strategic initiatives and organizational priorities.
• Perform other duties and special projects as assigned.

POSITION REQUIREMENTS

• Office Expectations: Work Location: Transwestern Minneapolis or Atlanta office. Due to the core functions of this role, a consistent, in-office presence for this role must be sustained.
• Education: Bachelor’s degree in communication, business administration, or a related field is required.
• Experience: Minimum of 5+ years of experience in project coordination, operations, administration, or a related role within a corporate or professional services environment is required Demonstrated experience coordinating cross-functional projects, managing timelines, tracking deliverables, and supporting organizational initiatives Strong ability to facilitate communication among stakeholders, organize meetings and project documentation, and ensure timely follow-through on key action items and priorities
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint), Workday, Zoom, and other business productivity tools Strong project coordination, organization, and documentation skills, with the ability to manage multiple priorities and track deliverables Excellent verbal and written communication skills with the ability to collaborate effectively across all levels of the organization Experience creating reports, presentations, and project materials to support business initiatives and leadership decision-making AI Experience preferred

Personal Skills

Must possess a high level of confidentiality and discretion in handling sensitive information. Strong business sense, capable of making sound judgment calls and prioritizing tasks effectively. Ability to manage multiple tasks concurrently and maintain a high level of organization in a fast-paced environment. A willingness to work flexible hours and adapt to changing priorities in a dynamic environment. Collaborative and team-oriented approach, with a strong focus on providing exceptional service. Meticulous attention to detail in handling documents, correspondence, and logistics. Dedicated to performing duties at the highest standard consistently. Ability to think creatively and act with urgency when needed.

Physical Skills

Travel may be required.

Confidentiality

Please note that this role requires a signed Non-Disclosure Agreement.

ABOUT US

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors and partners. Learn more at transwestern.com.

Please note that all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to criminal history, education verification, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm.

TEAMWORK APPROACH

A detailed list of position responsibilities has been developed so that expectations are clearly communicated. However, it is rarely possible to provide a list that will capture all possible projects and assignments. Team members are expected to assist with additional assignments that may be requested by direct supervisors, and to lend assistance to other members of the team, when appropriate.

WORK SHIFT: LOCATION: Minneapolis, MN

ABOUT US

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors and partners. Learn more at transwestern.com and @Transwestern.

All candidates selected for an offer of employment are subject to pre-employment background checks, which may include criminal history, education verification, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm. Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance. Learn more at transwestern.com and @Transwestern.