POSITION SUMMARY The Executive Coordinator provides administrative, scheduling, travel, and event-planning support primarily to the President and COO, while also assisting other members of the senior leadership team as needed. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. A strong background in corporate events, meeting planning, and group travel coordination is essential. KEY RESPONSIBILITIES Executive Support and Calendar Management • Manage complex executive calendars, including internal and external meetings across multiple schedules and time zones. • Coordinate meeting requests, resolve scheduling conflicts, and ensure time is aligned with executive priorities. • Anticipate scheduling needs and communicate changes clearly to attendees and stakeholders. • Coordinate recurring leadership, divisional, and company meetings. • Maintain discretion when handling confidential or sensitive information. Travel Coordination • Book and manage executive travel, including flights, hotels, ground transportation, and detailed itineraries. • Coordinate group travel and accommodations for quarterly team events, leadership meetings, and company offsites. • Monitor travel plans and respond to last-minute changes, cancellations, and other disruptions. Event and Meeting Planning • Lead the planning and execution of quarterly team events, leadership meetings, retreats, company offsites, and onsite events. • Coordinate venues, room blocks, catering, audiovisual needs, transportation, meeting spaces, and other event logistics. • Develop event schedules, run-of-show documents, attendee communications, and supporting materials. • Partner with internal teams and external vendors to ensure events are delivered successfully. • Provide onsite support and troubleshoot issues during meetings and events. Meeting and Presentation Support • Coordinate agendas, presentations, and supporting materials for leadership and divisional meetings. • Collect and organize slide content from presenters and send deadlines and reminders. • Ensure meeting materials are complete, accurate, and distributed on time. • Support follow-up communication and track action items when needed. Expense and Administrative Coordination • Prepare and submit executive expense reports through Ramp, ensuring expenses are accurate, documented, and submitted on time. • Track receipts and follow up on missing documentation or required approvals. • Maintain organized files, records, contact information, and other administrative resources. • Support special and ad hoc projects as needed. Cross-Functional Coordination • Serve as a liaison between executives, internal teams, external partners, and vendors. • Coordinate across departments to keep projects, meetings, and events moving forward. • Identify potential scheduling or logistical issues early and recommend solutions. • Build strong working relationships throughout the organization. Requirements • Previous experience in executive support, executive coordination, corporate events, hospitality, meeting planning, or a related field. • Demonstrated experience planning professional events, meetings, offsites, or group travel. • Strong calendar-management and travel-booking experience. • Excellent organizational skills and attention to detail. • Ability to manage multiple deadlines and shifting priorities with minimal supervision. • Strong written and verbal communication skills. • Sound judgment and the ability to handle confidential information appropriately. • Strong problem-solving skills and a proactive, service-oriented approach. • Proficiency with Microsoft Outlook, PowerPoint, Excel, Teams, and other business technology. • Experience with Ramp or a similar expense-management platform is preferred. • Ability to travel and provide onsite event support as needed. Benefits We offer a full benefits package that includes medical, dental, vision, STD/LTD, life and voluntary life, 401k with employer matching, paid holidays, and up to 20 days PTO in the first three years. Application Deadline: We anticipate reviewing applications through November 28th, 2026. Compensation: $75,000 - $100,000