Executive Support, Senior Coordinator - Remote

acs; United States; Remote; CAD 92,000 - 128,000; Full time

Job summary

The American Cancer Society is seeking an Executive Support, Senior Coordinator to deliver high-level executive coordination and administrative support to 2-4 Market Leaders. You will help keep leaders, boards, donors, and CEOs informed, prepared, and connected, while managing calendars, meetings, and follow-up actions.

This fully remote role supports West Coast, Alaska & Hawaii-based leadership, with success measured by organization, timely decisions, and a high-quality stakeholder experience.

Qualifications

• Bachelor's degree preferred or a combination of education and relevant work experience.
• 3-5 years of experience supporting executives/senior leaders, complex administrative coordination, board support, or related experience.

Responsibilities

• Provides executive-level calendar and scheduling management by coordinating complex Market Leader calendars; scheduling meetings with donors, board members, corporate partners, CEOs, volunteers, staff, and Executive Assistants; resolving conflicts; confirming attendance and availability; and maintaining accurate meeting and event schedules. (20%)
• Prepares and supports leadership meetings and strategic initiatives by developing agendas, briefing materials, meeting packets, customizing presentations templates, and background resources; coordinating logistics; documenting decisions; distributing action items; and scheduling follow-up. (15%)
• Provides comprehensive 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. (20%)
• 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%)
• Supports CEOs Against Cancer chapters by coordinating chapter meetings, events, networking opportunities, recruitment, onboarding, communications with CEOs and Executive Assistants, customizing presentations templates, invitations, RSVP's, logistics, member experiences, commitments, and action items. (15%)
• Supports donor management by scheduling cultivation, stewardship, and solicitation meetings; coordinating with donors, executives, volunteers, and Executive Assistants; managing invitations and changes; conducting follow-up communications; tracking commitments and next steps; and maintaining stewardship calendars. (15%)
• 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. (5%)

Skills

Organizational skills

Attention to detail

Time management

Discretion

Written communication

Verbal communication

Interpersonal communication

Relationship building

Multitasking

Meeting coordination

Note-taking

Presentations

Education

Bachelor's degree preferred

Tools

Salesforce

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 provides high-level executive coordination and administrative support to 2-4 Market Leaders, serving as a trusted partner who ensures leaders, boards, donors, and CEOs Against Cancer chapter leaders remain informed, prepared, connected, and on track. This position manages complex calendars, prepares leaders and volunteers for meetings and events, coordinates executive and constituent engagement, and ensures decisions, commitments, and follow-up actions move forward. Success in this role is reflected in organized and well-prepared leaders, consistent board and chapter support, responsive donor engagement, accurate tracking of commitments, and a high-quality experience for internal and external stakeholders.

This is a fully remote position, and candidates can be based anywhere within the West Coast, Alaska & Hawaii.

ESSENTIAL FUNCTIONS:

• Provides executive-level calendar and scheduling management by coordinating complex Market Leader calendars; scheduling meetings with donors, board members, corporate partners, CEOs, volunteers, staff, and Executive Assistants; resolving conflicts; confirming attendance and availability; and maintaining accurate meeting and event schedules. (20%)
• Prepares and supports leadership meetings and strategic initiatives by developing agendas, briefing materials, meeting packets, customizing presentations templates, and background resources; coordinating logistics; documenting decisions; distributing action items; and scheduling follow-up. (15%)
• Provides comprehensive 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. (20%)
• 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%)
• Supports CEOs Against Cancer chapters by coordinating chapter meetings, events, networking opportunities, recruitment, onboarding, communications with CEOs and Executive Assistants, customizing presentations templates, invitations, RSVP's, logistics, member experiences, commitments, and action items. (15%)
• Supports donor management by scheduling cultivation, stewardship, and solicitation meetings; coordinating with donors, executives, volunteers, and Executive Assistants; managing invitations and changes; conducting follow-up communications; tracking commitments and next steps; and maintaining stewardship calendars. (15%)
• 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. (5%)

EXPERIENCE/QUALIFICATIONS:

• Bachelor's degree preferred or a combination of education and relevant work experience.
• Years of experience: 3-5 years of experience supporting executives/senior leaders, complex administrative coordination, board support, 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, CEOs, Executive Assistants, and external partners.
• Ability to manage multiple complex priorities, adapt to changing 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