Executive Coordinator

Job Description

Job Description

Because of our growth, we are looking for an Executive Coordinator to join our team. As our Executive Coordinator, you will play a pivotal role in supporting the Founder and others by managing daily operations, coordinating key projects, and ensuring the smooth execution of administrative and strategic priorities. In addition, you will provide sales administrative support and assisting with follow-up communications to prospects. This role is ideal for someone who thrives in a fast-paced environment, takes initiative, and is highly organized and detail-oriented.

You meet our cultural requirements if you are:

● driven to succeed, naturally take ownership, and embrace responsibility.

● a person who anticipates opportunities and takes initiatives to jump in and drives things forward.

● not afraid to speak up, ask questions, make suggestions, and effectively brainstorm.

● flexible when shifting priorities and discerning how to reshuffle tasks to keep key objectives on track.

● fiercely action-oriented with high urgency and precision in the way you carry things out.

● highly organized when using electronic tools and practice effective habits to maintain data, schedules, and tasks.

● a reflective listener and detail oriented.

● adaptable and embraces change

Responsibilities include:

General Administrative Responsibilities

o Manage and update the CEO's calendar and coordinate schedules

o Book travel for the CEO and process expense reports

o Prepare meeting agendas, take meeting minutes, and follow up on action items

o Manage, delegate, update, and oversee company rocks (to-do list)

o Quarterback client-facing projects using Monday.com (Project Management Software) and the RACI model to ensure deadlines are met and that the team is being held accountable

o Update and manage files in Dropbox

o Transcribe AI recordings and session notes

o Attend training sessions, trade shows, and retreats

o Prepare slide decks and training materials

Sales Administrative Responsibilities

o Set appointments and send reminders

o Update and generate reports from our HubSpot CRM

o Create and send contracts and proposals

o Manage tasks as needed in HubSpot CRM

o Collaborate with multiple outside constituents (customers, partner, vendors) in planning and executing on timelines and within hard deadlines

Ideal candidates will have the following qualifications and skills:

● 5+ years of experience in executive-level administrative support, with a strong track record of supporting C-suite executives.

● Bachelor’s degree or equivalent combinations of experience in a similar role.

● Alignment with the culture requirements mentioned above and a willingness to improve in those areas.

● Proficiency in Microsoft Office Suite, Monday.com or other project management software.

● Proficient in using AI tools like ChatGPT.

● CRM knowledge and experience (HubSpot preferred).

● Proficiency in Zoom and Microsoft teams.

● Excellent time-management, planning, and organizational skills (required)

● Ability to communicate exceptionally well in writing, virtually, in person, and on the phone.

● Relentless in upholding standards and details when corresponding, reviewing materials, and following written directions to ensure nothing is missed.

● Ability to proactively manage many simultaneously ongoing tasks and projects.

● Possesses exceptional organizational skills, a keen eye for detail, and ability to work independently, effectively managing time to meet multiple project deadlines.

Work Requirements:

· You need to be located in Massachusetts, ideally, within one hour of Westborough, MA.

· In this role, you should expect to come to the office one day per week on average. (Westborough, MA).

· This role may require on average two overnight trips/travel per month.

Pay, Benefits, and Perks:

● $70,000 - $75,000 annual salary depending on experience.

● Work independently and remotely while also collaborating with others in person.

● Personal/Professional learning and development opportunities (Formal and by Osmosis).

● Company provided equipment (Laptop, additional screen, and other needed equipment).