Executive Coordinator
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Job Description
Executive Coordinator supporting a growing security and technology company’s CEO, clients, projects, records, and financial follow-ups. Maintaining executive trackers, documentation, onboarding, and business continuity.
Responsibilities:
- Manage and prioritize administrative follow-ups for the CEO and Executive Director
- Maintain daily executive action trackers with tasks, owners, deadlines, status, and next steps
- Coordinate calendars, meetings, agendas, notes, and follow-up items
- Track outstanding requests and follow up with internal and external stakeholders
- Prepare daily or weekly summaries of open items, overdue follow-ups, client issues, and matters requiring executive attention
- Identify blocked, overdue, or escalation-ready items
- Maintain project and task trackers for business initiatives and recurring projects
- Track deadlines, owners, deliverables, dependencies, and follow-up items
- Coordinate with team members to keep projects moving and commitments completed
- Support special projects and administrative initiatives
- Support client communication, requests, proposals, follow-ups, and customer onboarding
- Maintain accurate client information, contacts, documentation, and CRM records
- Coordinate invoice follow-ups and support Accounts Receivable tracking
- Maintain invoice, budget, and expense tracking documents
- Coordinate with bookkeeping and finance resources regarding missing information or documentation
- Maintain records, meeting notes, decisions, workflows, SOPs, templates, checklists, and recurring process documentation
- Support backup documentation and business continuity processes
- Identify administrative tasks that could be streamlined and improve executive workflow efficiency
- Use AI tools such as ChatGPT to support research, documentation, organization, and productivity
- Support the CEO and leadership team with special projects
Requirements:
- 2+ years of experience as an Executive Assistant, Executive Coordinator, Administrative Coordinator, Project Coordinator, Operations Support professional, Client Coordinator, or in a similar role
- Demonstrated experience supporting senior leadership or managing multiple stakeholders
- Proficiency with Google Workspace, Microsoft Office, and spreadsheets
- Experience working with CRM and/or project management tools
- Ability to maintain accurate client and business records
- Ability to coordinate projects, tasks, stakeholders, and recurring administrative processes
- Ability to create and maintain SOPs, templates, checklists, and business documentation
- Availability to work 9:00 AM–5:00 PM EST / U.S. business hours aligned with the client’s time zone
- English resume required; English proficiency assessed in application
- Completion of the application form and submission of a skills video required
- Experience in a small or growing business is a plus
- Client-facing coordination experience is a plus
- Experience supporting invoicing or Accounts Receivable processes is a plus
- Experience supporting customer onboarding is a plus
- Experience creating SOPs and process documentation is a plus
- Experience using AI productivity tools such as ChatGPT or Claude is a plus
- Experience using AI or automation tools to improve administrative workflows is a plus
Benefits:
- Fully remote work arrangement
- Opportunity to work closely with senior leadership
- Opportunity to become a central point of coordination across executive priorities, client needs, projects, documentation, and recurring administrative processes
- Opportunity to help create stronger systems for follow-through, organization, and business continuity
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