Executive Assistant "Executive and Life Coordinator"




Full Time, Exempt

Start Date:

March, 2018

Travel Requirements:

Up to 10%

Position Description

The Executive Coordinator provides high-level administrative support to company executive and cofounder by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. The Executive Coordinator will need to have proven experience managing complex, multi-time zone schedules and thrive in an ever-changing, dynamic environment with quickly-shifting priorities. The ideal candidate has high Emotional Intelligence (EI), is extremely detail oriented, can formalize thoughts in three bullet points, and can multitask with ease.

Position Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Generates, receives and maintains confidential and sensitive files, information and reports about executive and ensures security of this information
  • Type reports, memos, letters and other documents using word relevant computer software
  • Answer phone calls and direct calls to appropriate parties or take messages
  • Record, type and distribute meeting minutes
  • Schedule, track and organize multiple calendars at once
  • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution
  • Perform general office duties such as ordering supplies and running errands
  • Handling executive requests and queries appropriately
  • File and retrieve corporate documents, records and expense reports
  • Open, sort and distribute incoming correspondence, including faxes and email
  • Arrange all travel, from booking taxis to complex international travel, producing itineraries and processing visas
  • Administrative point of contact between the executive and internal/external clients
  • Liaise with our customers, investors and partners
  • Deal with any ad hoc requests e.g. scanning, photocopying, filing, personal matters, etc.
  • Answer phones, screen calls, and welcome visitors
  • Available at all times

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are typically Monday through Friday, and at least 40 hours per week. This position regularly requires long hours and frequent weekend work.


  • Communication Proficiency
  • Time Management
  • Collaboration Skills
  • Personal Effectiveness/Credibility
  • Flexibility
  • Technical Capacity
  • Stress Management/Composure

Required Skills and Qualifications

  • High school diploma
  • Five or more years of administrative experience
  • Preferred Associate’s degree or Bachelor’s degree

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.