Executive Support, Senior Coordinator

American Cancer Society, Inc.; New York (NY); Remote; USD 37,000 - 41,000; Full time

Job summary

American Cancer Society, Inc. is seeking an Executive Support Senior Coordinator to provide high-level administrative support across an assigned portfolio of Market Leaders or Development leaders.

The role manages calendars, prepares leaders for meetings, and coordinates external engagement with partners, donors, and volunteers. The position requires 3–5 years of executive support experience, strong organizational skills, and proficiency in Salesforce and Microsoft 365 tools.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant work experience.
• 3–5 years of experience supporting executives or senior leaders, managing complex administrative coordination.
• Experience supporting boards or volunteer chapters, coordinating external stakeholder engagement.

Responsibilities

• Manage executive-level calendars and scheduling with external partners and leaders.
• Prepare meetings with agendas, briefing materials, and follow-up actions.
• Coordinate market board recruitment, onboarding, and meeting logistics.
• Prepare board materials, binders, and engagement information for meetings.
• Support CEOs Against Cancer chapters with meetings, events, and communications.
• Provide EA-style support for channel portfolios, manage engagement calendars and follow-ups.
• Collaborate with Centralized Support Services to improve processes and records.

Skills

Executive support

Calendar management

Stakeholder engagement

Communication

Discretion

Organization

Meeting coordination

Project tracking

Note-taking

Time management

Education

Bachelor's degree or equivalent

Tools

Salesforce

Microsoft 365

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

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 and stakeholders. Ability to manage multiple complex priorities across an assigned leader portfolio, adapt support to market or channel needs, resolve conflicts, and meet deadlines in a fast-paced environment. Strong meeting coordination, project organization, note-taking, action-item tracking, and follow-up skills. Ability to prepare accurate, polished agendas, briefing materials, meeting packets, presentations, communications, and records. Proficiency in Salesforce data entry, Microsoft Office and Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint, with the ability to learn proprietary systems and evolving workflows. Ability to support continuous improvement through feedback, documentation, process refinement, and consistent service delivery.

TRAVEL REQUIREMENTS

Occasional travel may be required for critical meetings and/or events.

PHYSICAL REQUIREMENTS

Work is performed in a home office environment or in some circumstances an ACS office.

The starting rate is $27 to $30. The final candidate's relevant experience/skills will be considered before an offer is extended. Actual starting pay will vary based on non-discriminatory factors including, but not limited to, geographic location, experience, skills, specialty, and education.

ACS provides staff a generous paid time off policy; medical, dental, retirement benefits, wellness programs, and professional development programs to enhance staff skills. Further details on our benefits can be found on our careers site at: jobs.cancer.org/benefits.

We are a proud equal opportunity employer. At the American Cancer Society, our employees are the soul of our lifesaving mission to save lives. Our employment opportunities are as diverse as our people and include every discipline found in other business enterprises. As an organization, we adhere to a set of core values that help inform all our decisions.

But what really sets us apart is that the work we do has global impact -- and every passionate, dedicated American Cancer Society team member contributes to each groundbreaking achievement we make.