WHAT DOES AN EXECUTIVE COORDINATOR DO?
Updated: Jun 12, 2025 - The Executive Coordinator demonstrates professionalism in representing corporate officers while managing administrative tasks, including correspondence, scheduling, travel arrangements, and meeting coordination. This role involves utilizing management information systems to provide data-driven support for decision-making, budget monitoring, and operational efficiency. The coordinator also facilitates communication between teams, customers, and stakeholders to ensure seamless collaboration and task completion.
A Review of Professional Skills and Functions for Executive Coordinator
1. Executive Coordinator Essential Functions
- Client Relationship Management: Develop and maintain trusted and successful relationships with clients through effective/regular communications
- Creative Process Support: Support the creative and production process, including scoping, kickoff, conception, internal reviews, client presentations, execution, production, and delivery
- Supervision: Delegate job responsibilities among team members across different departments and oversee that quality work is being completed within the deadline
- Creative Workflow Management: Direct creative workflow and creative project processes across the organization, proactively assessing, refining, and optimizing processes continually to ensure project and team success
- Project Prioritization: Prioritize projects and tasks for team members on a comprehensive and individual level
- Conflict Resolution: Facilitate internal meetings and negotiate conflict
- Timeline Management: Drive creative schedule and timeline
- Proofreading and Review: Proofread and review creative output
- Account Generation: Generate new accounts by reaching out to and engaging with prospective clients
2. Executive Coordinator Role Purpose
- Project Support: Supports projects throughout a range of complexity, scope, and schedule, involving interdepartmental partners.
- Risk Management: Track, analyze, and communicate project risks and opportunities.
- Report Creation: Create and monitor project reports for program managers, proactively identifying and communicating potential issues with plan executions.
- Stakeholder Communication: Keep in close contact with key project members and decision-makers and act as a point of contact with stakeholders.
- Data Analysis: Analyzes and evaluates complex data, policy, procedures, interrelated processes, and other information.
- Program Monitoring: Create, maintain, and monitor program activity reports, dashboards, and metrics.
- Independent Reporting: Independently conducts analysis and reporting activities, including graphical/visual representation of data using Microsoft Excel, Word, and PowerPoint, and writing/editing/proofing reports.
- Team Collaboration: Collaborate frequently and closely with the team to ensure program activities and project tasks are executed on time.
3. Executive Coordinator Responsibilities
- Process Improvement: Enhance internal organizational systems and processes.
- Communication Management: Monitor and respond to communications on behalf of the CEO.
- Time Management: Plan, manage, and coordinate the time of the CEO.
- Business Advising: Act as a trusted business advisor to help advance, implement, and achieve business objectives and desired outcomes.
- Calendar Management: Provide calendar control and support, including creating, updating, and rescheduling meeting invitations, and be responsible for identifying and resolving scheduling conflicts.
- Project Management: Responsible and accountable for managing work and projects.
- High-Pressure Performance: Produce superior work in a fast-paced environment, meeting deadlines and quality expectations.
- Travel Coordination: Proactively manage travel needs, including international travel coordination, understanding travel preferences, and monitoring flights.
- Research: Take responsibility for conducting research.
- Confidentiality Management: Regularly manage sensitive and confidential information appropriately and with a high level of discretion.
- Document Coordination: Compose and edit correspondence, as well as format, edit, proofread, and coordinate documents such as presentations, proposals, and contracts.
- Team Support: Coordinate and provide administrative support within a team environment to effectively share and complete work in a seamless, efficient manner.
4. Executive Coordinator Job Summary
- Executive Support: Provides the highest level of administrative support for the Chief Executive Officer.
- Calendar Management: Initiates requests for scheduled time, verifies availability, and sends calendar invites to ensure efficient scheduling for a variety of complex meetings.
- Scheduling: Manage and update the executive calendar.
- Meeting Coordination: Arrange meeting locations, agendas, draft reports, prepare presentations, and assemble and organize materials.
- Minutes Transcription and Coordination: Transcribe, coordinate review, and finalize meeting minutes and maintain records.
- Email Management: Manage emails for the Executive Leader.
- Liaison Management: Serve as a liaison between the Board of Directors, CEO, and organizational leadership, managing timely and clear communication to support operational effectiveness.
- Event Coordination: Coordinate and/or support leadership retreats, leadership meetings, and other departments.
- Project Management: Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining the cooperation of others, monitoring progress, problem-solving, and making adjustments to plans.
- Board Development Support: In partnership with the Board development committee chair, support board development, including board member orientation, continuing education and programs, speaker coordination, board self-assessment, and retreats.
5. Executive Coordinator Roles and Details
- Professional Representation: Represent corporate officers to the highest level of professionalism with employees and customers.
- Administrative Assistance: Perform required administrative assistance duties, including composing correspondence for signature, managing files, making travel arrangements, preparing expense reports, directly receiving external phone calls, attending meetings, and preparing and distributing meeting minutes, agendas, and presentation materials.
- Executive Backup Support: Provide backup support for other executives when necessary.
- Data Management: Leverage management information systems and computer applications to provide data to executives, the department, and the organization to support the decision-making process.
- Budget Monitoring: Monitor and report on department budgets to ensure timely execution, reconciliation, and forecasting.
- Productivity Management: Leverage the executives’ time and productivity through forward-thinking partnerships.
- Confidential Administration: Perform confidential administrative duties with discretion and independent judgment.
- Issue Resolution: Determine priorities of inquiries and issues received from both internal and external sources, provide answers and information, refer issues to appropriate individuals, and follow up to ensure that answers or information have been received by an inquiring party.
- Liaison Management: Serve as a liaison between teams, customers, Quanta Services, and others to ensure the continuity of efforts and completion of applicable tasks.