Part-Time Executive Coordinator

2 months ago

Carlsbad, United States Buffini & Company Full time

About Buffini & Company:

At Buffini & Company, our mission is to impact and improve the lives of people.

For over the last 25 years, we have coached and trained millions of real estate agents and business professionals all over the world. Buffini & Company is more than just a coaching company - we provide a comprehensive suite of business tools, marketing systems, training solutions, digital resources, and motivational content to help our clients discover their next major breakthrough.

At Buffini & Company we value personal and professional growth, a positive environment, open and transparent communication, and service to others. If you do too, we want you on the journey with us.

We are hiring a Part-Time Executive Coordinator. This position will work in the office Tuesday, Wednesday, and Thursday.


Job Purpose: Provide in-office, general administrative support to the C Level Executive Leadership Team. The Executive Coordinator will be able to perform in a fast-paced, entrepreneurial environment, be organized, be a strong communicator, maintain a high level of confidentiality, and exercise initiative and independent judgment in performance of assigned tasks.


Duties: (Additional Duties May Be Added As Needed)

  • Organize meetings - book meeting rooms, send calendar invites, prepare agendas, capture minutes, distribute notes and action steps.
  • Prepare meeting materials, print documents, folders, binders, agendas, etc. as assigned.
  • Handle arrangements for lunches, in-person meetings including meeting space, catering, reservations, and other items as needed.
  • Organize and schedule appointments/meetings.
  • Book/manage travel.
  • Maintain a professional office environment; order supplies, keep things tidy.
  • Office Management: stocking coffee, snacks, water, reorders of books, etc.
  • Update executive wall calendars with key information.
  • Work closely with other Departments and Administrative Assistants.
  • Open incoming mail and packages; distribute and coordinate any required follow up.
  • Arrange delivery of flowers, gifts, packages.
  • Greet guests and make them feel welcome.
  • Special projects and errands as needed.
  • Other duties and responsibilities as assigned.



Qualifications

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
  • Ability to work in a fast-paced, ever-changing environment.
  • Ability to be proactive and anticipate needs.
  • Excellent verbal and written communication skills.
  • Proficient in Microsoft Office including Outlook, Word, PowerPoint, Excel, Teams and Zoom. Mac and Keynote experience a plus.
  • Experience with calendar and booking travel; domestic and international.
  • Results-oriented with a sales and promotions mindset.
  • Excellent organizational, project planning, time management and project management skills. Great at consistent follow-through.
  • Able to create and build professional presentations.
  • Utmost professionalism and discernment, with a pleasant and professional attitude and demeanor.
  • Willingness and ability to learn and take on new responsibilities as needed.


Education and/or Experience

  • A bachelor’s degree and a minimum of 3 years’ experience, most recently supporting C-level executives.


Physical Demands

  • The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Must regularly be required to sit and talk or listen while performing duties.
  • The Servant Leader frequently is required to use hands to finger, handle, or feel and reach with hands or arms.
  • The Servant Leader is occasionally required to stand and walk.
  • The Servant Leader must occasionally lift and/or move up to 20 pounds.


Work Environment

The work environment characteristics here are representative of those an associate encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Attending Events:

  • Part of the job responsibilities for this position may require the Servant Leader to attend and assist at Company events throughout the year.The position may require travel to locations within the United States or Canada, assisting and working under the direction of the Events Department at the events, working extended hours immediately prior to, during and after the days of an event and interacting with Company clients and event invitees. The Servant Leader is expected to represent the Company in a favorable light before, during and after each event.

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