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Personal Executive Coordinator

2 months ago

Richmond, Virginia, United States AVYFS Full time
Job Overview

The Personal Executive Coordinator plays a pivotal role in providing high-level support to the CEO and COO, ensuring efficient operations within the executive office. This position acts as the primary liaison for both internal and external stakeholders regarding all matters related to the COO's office. The Coordinator will also facilitate communication with the board of advisors and management teams, coordinate outreach efforts, and manage special projects. The ideal candidate will thrive in a dynamic, mission-focused environment, demonstrating creativity and a commitment to results.

Key Responsibilities

Executive Support

  • Manage a complex calendar of appointments, respond to correspondence, and represent the COO in meetings while taking minutes and reviewing reports.
  • Draft and prepare confidential correspondence, arrange intricate travel plans, and compile documents for meetings.
  • Ensure the COO's schedule is adhered to, acting as a gatekeeper to optimize access to the COO's time.
  • Communicate on behalf of the COO with advisory board members and agency staff regarding programmatic initiatives.
  • Research and prioritize incoming issues addressed to the COO, determining the appropriate course of action.
  • Facilitate smooth communication between the executive office and internal departments, maintaining credibility and trust with senior management.
  • Keep the CEO and COO informed of upcoming commitments and responsibilities, acting as a barometer for organizational issues.
  • Occasionally run personal errands for the CEO/COO as required.
  • Lead initiatives to build essential relationships for agency success and manage various special projects.
  • Complete critical tasks with a hands-on approach, including drafting letters and personal correspondence.
  • Effectively prioritize conflicting needs and follow through on projects to ensure timely completion.

Board Support and Liaison

  • Act as the administrative liaison to the board of directors.
  • Assist board members with travel and accommodation arrangements as necessary.
  • Maintain confidentiality and discretion in all interactions with board members.
  • Ensure compliance with bylaws regarding board matters, including timely distribution of meeting materials.

Senior Management Liaison

  • Participate as an adjunct member of the Executive Team, assisting in meeting scheduling and attendance.
  • Coordinate agendas for senior management meetings and all-staff gatherings.
  • Facilitate cross-departmental coordination of travel and outreach initiatives.

Strategic Initiatives

  • Collaborate with the Strategic Initiatives team to coordinate outreach activities.
  • Follow up on contacts made by the President and support ongoing relationship development.
  • Edit and create acknowledgment letters from the President to donors.

Qualifications

  • Bilingual proficiency is required.
  • 2-3 years of relevant experience in a similar role.
  • Exceptional interpersonal skills with the ability to foster relationships with stakeholders.
  • Strong organizational skills with a keen attention to detail.
  • Expert written and verbal communication abilities.
  • Proactive problem-solving skills with sound decision-making capabilities.
  • Demonstrated emotional maturity and resourcefulness.
  • Ability to manage confidential information discreetly.
  • Proven track record of meeting performance goals in a fast-paced environment.
  • Forward-thinking mindset with a focus on identifying opportunities and solutions.

Additional Requirements

  • Comprehensive background and reference checks are mandatory.

Education and Experience

  • A minimum of an associate's degree is required.
  • 3-5 years of experience supporting upper management executives.
  • Interest in internal and external communications and partnership development.
  • Proficiency in Microsoft Office Suite and other relevant software.

The Personal Executive Coordinator is expected to utilize their personal vehicle for community engagement activities, and must provide proof of a valid driver's license and insurance upon hire.