Job Overview

The Executive Coordinator serves as a strategic partner to the Executive Vice Dean and the Chief of Staff. The Executive Coordinator directs a broad range of cross-functional projects and initiatives to ensure effective operations and the achievement of college objectives. This role involves providing high-level administrative support, managing complex schedules, coordinating meetings, and facilitating seamless communication across teams. Exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment are essential.

Essential Functions

Executive Support:

• Manage and maintain complex calendars by using scheduling tools/AI and prioritizing meetings to ensure optimal time management.
• Independently manage and make decisions about an executive's time by screening requests based on urgency and importance, and maintaining efficient scheduling protocols.
• Schedule, coordinate, and prepare materials for executive meetings, including leadership team discussions and external engagements, ensuring all necessary information is available in advance.
• Use AI-powered tools such as Microsoft 365 Copilot for scheduling, data entry, and document management.
• Conduct thorough research, analyze, and present relevant background information on meeting participants and their units/organizations.
• Organize and facilitate executive meetings, including agenda preparation, logistics, note-taking, and follow-up on action items to ensure timely completion.
• Coordinate travel arrangements, including flights, accommodations, itineraries, and expense reports, with meticulous attention to detail.
• Plan and execute internal and external events, ensuring smooth logistics and high-level professionalism.

Strategic Coordination & Project Management:

• Assist in tracking and managing key initiatives and projects using project management software/AI, ensuring deadlines are met.
• Conduct thorough research and compile accurate data to support decision-making for executives.
• Collaborate with cross-functional teams to ensure alignment on strategic initiatives and company objectives, fostering open communication and teamwork.
• Serve as a liaison among internal departments, promoting efficiency and alignment across the organization through strong relationship-building.

Administrative Excellence:

• Partner with the EVP/Dean?s Executive Director and the program directors of the senior associate deans to ensure coverage is managed for executives, their office staff, and the front desk by implementing effective scheduling and communication protocols.
• Provide back up for the EVP/Dean?s Executive Director as needed, demonstrating flexibility and adaptability, and coordinate organizational support among program directors in the EVP/Dean?s office.
• Maintain organized records, files, and documentation for the office using digital filing systems and document management software.
• Oversee the preparation of expense reports, invoices, and budget tracking with a focus on accuracy and attention to detail.
• Identify and implement process improvements such as automating routine tasks and streamlining communication channels to enhance operational efficiency.

Required Education

• Bachelor?s Degree.
• Nine (9) years of relevant work experience and/or other specialized training can be used in lieu of education requirement.

Required Experience

Five (5) years related experience.

Physical Requirements/Work Environment