Executive Project Coordinator

(CHL) Ecolab; United States; On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical benefits

401(k) matching

Stock purchase plan

Pension plan

Job summary

Ecolab is seeking an Executive Project Coordinator to join our Naperville, IL team. You will support senior leaders, manage calendars across time zones, coordinate meetings, and assist HR, finance, and customer-facing processes to drive business success.

You’ll grow your career by delivering high-quality administrative support, preparing materials, and maintaining orderly systems while contributing to cross-functional initiatives and organizational efficiency.

Qualifications

• High school diploma or equivalent.
• Five years of administrative or related work experience.
• Immigration sponsorship is not available for this position.

Responsibilities

• Provide general administrative support for individuals, teams and business processes.
• Coordinate meeting logistics and prepare materials.
• Manage calendars across time zones and ensure leaders are where they need to be.
• Support HR, finance and customer-facing processes.
• Arrange domestic and international travel including visa processing.
• Assist with processing contracts and maintaining customer data.
• Prepare reports, charts and presentations for leadership.

Skills

Administrative support

Calendar management

Travel coordination

Customer service

Communication

Education

High school diploma

Bachelor’s degree (preferred)

Tools

MS Office

SharePoint

Job description

Want to build a brighter, bolder future and cultivate your career? Join Ecolab's team and help create a world in which we all thrive.

Ecolab is seeking an Executive Project Coordinator to join our team in Naperville, IL . As an Executive Project Coordinator, you'll be at the heart of a dynamic team, supporting senior leaders and helping drive business success. You'll bring structure, clarity, and energy to every task-whether it's coordinating meetings, managing calendars, or supporting HR, finance, and customer-facing processes. This is your opportunity to grow your career while helping others thrive.

How You'll Make an Impact:

• Perform general administrative duties in support of individuals, teams, and business processes
• Develop, compile, and analyze basic information for inclusion in reports or presentation materials
• Prepare charts, graphs, and tables to support business insights and decision-making
• Coordinate meeting logistics, including reserving conference rooms, setting up equipment, and preparing materials
• Manage calendars across time zones and ensure leaders are where they need to be, when they need to be there
• Support financial processes such as corporate card reconciliation, invoice tracking, and budget planning
• Arrange domestic and international travel, including visa processing
• Provide HR-related support for hiring, onboarding, promotions, transfers, and terminations
• Assist with processing legal contracts and maintaining accurate customer master data
• Compile and edit presentation content from multiple sources and distribute reports to stakeholders
• Maintain agendas, action item lists, and program plans, escalating issues when needed
• Respond to routine correspondence following established procedures
• Create and manage SharePoint sites and shared drives to keep teams organized
• Communicate proactively to meet internal and external client needs
• Maintain key relationships with customers and internal departments to understand and support customer expectations
• Assist with customer issue resolution, including invoice discrepancies, reporting, and service concerns
• Provide back-up support to other administrative team members as needed
• Organize and maintain office systems, supplies, and equipment

Position Details:

• Location: Naperville, IL
• Business/Division/Leader Supported: GBS+ Platform
• Work week and Shift: Mon - Fri, 8AM - 5PM

What is Unique About This Role:

• You’ll support senior leadership in a fast-paced, high-impact environment
• You’ll be a trusted partner in both day-to-day operations and strategic initiatives

Minimum Qualifications:

• High school diploma or equivalent
• Five years of administrative or related work experience
• Immigration sponsorship is not available for this position

Preferred Qualifications:

• Bachelor's degree
• Intermediate proficiency in MS Office (Outlook, Excel, PPT)
• Experience successfully managing multiple, competing priorities to meet deadlines
• Excellent verbal and written communication skills, with a strong customer service focus
• Organizational skills and attention to detail
• Experience anticipating needs, being resourceful, and using sound judgment and tact
• Critical thinking, analytical, and problem-solving skills
• Learning agility; Experience quickly gaining knowledge of organizational operations, procedures, and staff
• Experience working independently, as well as collaborating in a team environment
• Reliability, flexibility and approachability
• Process oriented, adaptable, reliable, flexible and approachable

What's in it For You:

• Starting on Day 1 : Access to our comprehensive benefits package including medical, dental, vision, matching 401K, company-paid pension, stock purchase plan, paid parental leave, select discounted childcare resources, and more!
• The opportunity to take on some of the world's most meaningful challenges, helping customers achieve clean water, safe food, and healthy environments
• The ability to make an impact and shape your career with a company that is passionate about growth
• The support of an organization that believes it is vital to include and engage diverse people, perspectives, and ideas to achieve our best

About Ecolab:

At Ecolab, we prioritize our talent-first philosophy by creating the most capable and diverse team to excel at our nearly three million customer sites. Building on a century of innovation, our 48,000 associates help deliver comprehensive science-based solutions, data-driven insights and world-class service to advance food safety, maintain clean and safe environments, and optimize water and energy use, and improve operational efficiencies and sustainability for customers in the food, healthcare, life sciences, hospitality and industrial markets in more than 170 countries around the world. Our solutions not only enhance operational efficiency but also contribute to sustainability and public health, making a positive impact on the world. We are committed to eliminating unnecessary complexities and embracing a beginner's mindset, continuous