Elmcor Youth & adult Activities
Executive Coordinator
- Compensation
- Not disclosed
- Location
- Queens, NY, US
- Work setup
- Not specified
- Seniority
- C level
- Employment
- Not specified
- Experience
- 5+ years
- Category
- Operations
- Posted
Must have
- Board Governance: Direct experience supporting a non-profit Board of Directors, managing governance documents, and recording official minutes is highly preferred.
- Leadership: Proven track record of managing, mentoring, or leading administrative staff (experience managing multiple direct reports preferred).
- Community & Civic Literacy: Demonstrated comfort interacting with diverse community populations, corporate funders, and public officials. An understanding of local legislative processes and public fun
- Communication Skills: Exceptional written, verbal, and interpersonal communication skills. Ability to draft compelling executive narratives, formal grant correspondences, or community briefs.
- Technical Savvy: Advanced proficiency in project management tools, executive scheduling platforms, and standard office suites (Google Workspace, Microsoft 365, Jot Form).
- Core Competencies: Absolute discretion regarding sensitive, confidential, or governance-related matters; high emotional intelligence; ability to remain calm and decisive under pressure.
Full description
Summary
The Executive Coordinator serves as the primary point of contact for the Chief Executive Officer. This is a high-level administrative support role; the Executive Coordinator acts as a liaison between the CEO and key internal and external stakeholders, including board members, senior management, leadership, community members, institutional funders, development partners and elected officials, and represents the CEO when, unavailable. Additionally, this position possesses significant leadership and supervisory responsibilities, directly managing the central administrative system by overseeing the Office Manager and two C-suite Executive Assistants.
Job category- Exempt Essential Duties and Responsibilities
Core duties and responsibilities include the following. Other duties may be assigned.
Administrative Support
- Calendar & Schedule Optimization: Manage the CEO’s complex, rapidly shifting calendar; prioritize appointments, build in strategic prep and buffer time, and resolve scheduling conflicts proactively.
- Executive Travel & Logistics: Coordinate comprehensive travel arrangements, including flights, ground transit, lodging, detailed itineraries, and meeting agendas for conferences, site visits, and state/regional convenings.
- Expense & Budget Tracking: Manage the CEO’s executive expense reports, credit card reconciliations, vendor invoices, and reimbursement submissions in coordination with the finance department.
- Operational Workflow: Screen, prioritize, and route executive communications (emails, phone inquiries, and correspondence); prepare daily briefing folders, background reading, and talking points prior to all scheduled engagements.
- Action-Item Tracking: Track outstanding commitments and deliverables across the organization on behalf of the CEO, following up with internal department heads to ensure timely completion.
Strategic Executive Support
- CEO Representation: Attending high-level meetings, community forums, and civic events with the CEO and also in their absence.
- High-Stakes Liaison: Serve as the primary, point of contact for external partners, navigating relationships with community leaders, funders, and local, state, and federal elected officials.
- Communications & Briefings: Coordinate with communications team to draft, review, and finalize executive-level correspondences, speeches, briefing memos, and presentations. Synthesize complex issues for the CEO ahead of critical meetings. Ensuring confidentiality of sensitive executive-level matters.
- Crisis & Priority Management: Triaging incoming requests, sensitive issues, and rapidly shifting priorities, exercising judgment on what requires the CEO’s immediate attention versus what can be delegated or resolved independently.