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Senior Executive Coordinator, Office of the CEO

2 months ago

Palo Alto, California, United States RCG Talent Solutions Full time
Position OverviewSenior Executive Coordinator, Office of the CEO
We are seeking a dedicated professional to provide high-level administrative and project support for the CEO and the Office of the CEO. This role is essential in ensuring the smooth operation of executive functions and will require a candidate based in the Bay Area.

Key Responsibilities

As the Senior Executive Coordinator, you will play a pivotal role in managing the executive's complex schedule and facilitating effective communication with various stakeholders. Your responsibilities will include:
  • Overseeing the intricate calendars of the CEO and Chief of Staff, including travel arrangements and logistical coordination, while adeptly handling unexpected changes.
  • Enhancing relationships with key stakeholders, including staff, major donors, and board members, by effectively managing the CEO's time and engagements.
  • Reading, routing, and responding to correspondence on behalf of the CEO to ensure timely communication.
  • Preparing executive communications for donors, volunteers, and employees, ensuring alignment with the CEO's voice and objectives.
  • Compiling daily materials to ensure the CEO is well-prepared for all engagements.
  • Providing basic IT support for office equipment and software.
  • Coordinating events, including those at the CEO's residence.
  • Tracking commitments made by the CEO and ensuring follow-through.
  • Serving as a primary contact for inquiries directed to the CEO.
  • Maintaining accurate records of donor and prospect information.
  • Processing financial expenses and reimbursements for the office.
  • Collaborating with the Chief of Staff to foster a productive work environment.
  • Supporting administrative needs for the board of directors, including scheduling.
  • Promoting a culture of professionalism and continuous improvement within the office.
  • Assisting with additional project coordination as required.

Qualifications
  • Bachelor's degree or equivalent experience.
  • A minimum of three years of administrative experience supporting an executive.
  • Proven ability to prioritize and manage a leader's calendar amidst shifting priorities.
  • Experience in a fast-paced environment with a focus on efficiency and accuracy.
  • Strong communication skills, both written and verbal.
  • Exceptional organizational and project management capabilities.
  • Willingness to learn and adapt to new technologies.
  • Ability to maintain confidentiality and exercise discretion.
  • Flexibility to work outside of standard hours as needed.
  • Commitment to fostering a diverse and inclusive workplace.
Preferred Skills
  • Experience with budget management.
  • Familiarity with nonprofit organizations and fundraising.
  • Proficiency in project management tools and donor databases.
  • Advanced skills in Microsoft Office Suite.
  • Prior experience working with a Board of Directors.
  • Interest in health and wellness initiatives.
Success Factors
  • Strong focus on priorities while maintaining attention to detail.
  • Ability to interact effectively with a diverse range of stakeholders.
  • Skillful in balancing competing demands and expectations.
  • Proactive in providing exceptional service and support.
  • Capable of adapting to change and managing stress effectively.
  • Demonstrates empathy and fosters positive relationships.
  • Values teamwork and open communication.
  • Brings enthusiasm and energy to the workplace.
Benefits
  • Comprehensive leave policies, including paid time off and holidays.
  • Annual performance bonuses.
  • Retirement savings plan with employer matching.
  • Health and dental insurance coverage.
  • Flexible spending accounts for healthcare and dependent care.
  • Employer-paid life insurance.
  • Support for commuting expenses.
  • Paid parental leave for new parents.
  • Stipend for home office setup.
Organizational Culture

We are committed to fostering a diverse and inclusive environment where all team members can thrive. Our organizational values emphasize collaboration, respect, and a shared commitment to our mission. We encourage all employees to bring their authentic selves to work and contribute to a culture of belonging.