Executive Support, Senior Coordinator

American Cancer Society; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

The American Cancer Society is seeking an Executive Support Senior Coordinator to provide high-level administrative support to Market Leaders and Development leaders. This role manages complex calendars, prepares leaders for meetings, and coordinates external engagements with partners, donors, and volunteers.

You will work within a collaborative team to ensure decisions are tracked, follow-up actions are completed, and a high-quality experience is delivered to internal and external stakeholders

Qualifications

• Bachelor's degree preferred or equivalent experience.
• 3–5 years supporting executives or senior leaders.
• Experience supporting boards or volunteer chapters.

Responsibilities

• Manage executive calendars and schedule meetings with external partners.
• Prepare agendas, briefing materials, and meeting packets for leadership.
• Coordinate market board activities including recruitment, onboarding, and logs.
• Support CEOs Against Cancer chapters with events and communications.
• Ensure follow-up actions and commitments are tracked and delivered.
• Collaborate with Centralized Support Services for consistency and process improvements.

Skills

Organization

Attention to detail

Time management

Discretion

Written comms

Verbal comms

Interpersonal skills

Stakeholder engagement

Education

Bachelor's degree preferred

Job description

At the American Cancer Society, we're working to end cancer as we know it, for everyone. Our employees and 1.3 million volunteers are raising the bar every single day. We are a culture comprised of diverse backgrounds and experience, to better serve our communities.

The people who work at the American Cancer Society focus their diverse talents on our lifesaving mission. It is a calling. And the people who answer it are fulfilled.

The Executive Support Senior Coordinator (ESSC) provides high-level executive coordination and administrative support to an assigned portfolio of Market Leaders or other Development leaders. Assignments may be market-focused, with primary responsibility for market board and CEOs Against Cancer chapter support, or channel-focused, with primary responsibility for executive assistant-type support that enables leaders to engage effectively with external partners, prospects, stakeholders, corporate accounts, volunteers, and internal teams. The position manages complex calendars, prepares leaders and constituents for meetings and events, coordinates executive and constituent engagement, and ensures decisions, commitments, and follow-up actions move forward. Success is reflected in organized and well-prepared leaders, consistent support aligned to portfolio needs, responsive stakeholder engagement, accurate tracking of commitments, and a high-quality experience for internal and external partners.

ESSENTIAL FUNCTIONS:

• Provides executive-level calendar and scheduling management for assigned Market Leaders or other Development leaders; schedules meetings with external partners, prospects, stakeholders, corporate accounts, donors, board members, CEOs, volunteers, staff, and Executive Assistants; resolves conflicts; confirms attendance and availability; and maintains accurate meeting and event schedules. (20%)
• Prepares and supports leadership meetings, external engagement, and strategic initiatives by developing agendas, briefing materials, meeting packets, customized presentation templates, and background resources; coordinating logistics; documenting decisions; distributing action items; and scheduling follow-up. (15%)
• For market-focused portfolios, provides comprehensive market board management and support by coordinating recruitment, applications, onboarding, orientations, one-on-one meetings, meeting logistics, speakers, content, invitations, RSVPs, attendance, quorum tracking, and communications. (15%)
• For market-focused portfolios, prepares board meeting materials and maintains board engagement information, including welcome materials, binders, name badges, supplies, biographies, photos, agendas, packets, presentations, commitments, action items, and follow-up. (10%)
• For market-focused portfolios, supports CEOs Against Cancer chapters by coordinating chapter meetings, events, networking opportunities, recruitment, onboarding, communications with CEOs and Executive Assistants, customized presentation templates, invitations, RSVPs, logistics, member experiences, commitments, and action items. (10%)
• For channel-focused portfolios, provides executive assistant-type support by managing leader calendars and scheduling meetings with external partners, prospects, stakeholders, corporate accounts, donors, executives, volunteers, and Executive Assistants; coordinating invitations and changes; preparing leaders for engagements; conducting follow-up communications; tracking commitments and next steps; and maintaining engagement calendars. (20%)
• Supports a collaborative centralized service model by partnering with fellow Executive Support Senior Coordinators and the broader Centralized Support Services team to provide consistent support, share best practices, assist with workload balancing, provide back-up coverage during absences and peak periods, identify process improvement opportunities, maintain accurate records, and contribute to the ongoing enhancement of executive support services and stakeholder experiences. (10%)

EXPERIENCE/QUALIFICATIONS:

• Minimum Degree Required:
  Bachelor's degree preferred or a combination of education and relevant work experience.
• Years of experience:
  3-5 years of experience supporting executives or senior leaders, managing complex administrative coordination, supporting boards or volunteer chapters, coordinating external stakeholder engagement, or related experience.

KNOWLEDGE, SKILLS, AND ABILITY:

Exceptional organization, attention to detail, follow-through, and time-management skills. Ability to anticipate needs, exercise sound judgment, maintain discretion, and handle confidential or sensitive information appropriately. Excellent written, verbal, listening, and interpersonal communication skills with a professional, customer-focused approach. Ability to build productive relationships and communicate effectively with senior leaders, staff, board members, volunteers, donors, prospects, corporate accounts, CEOs, Executive Assistants, and other external partners.