Executive Coordinator- Store Operations

About the position

The Executive Coordinator is responsible for providing support and managing business schedules for executive leadership. The Coordinator will serve as liaison between executive leadership and internal and external business partners and investors, while maintaining a high-level of confidentiality.

Responsibilities

• Support three vice presidents and provide additional support to department team as directed to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support executives and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Plan and orchestrate work to ensure that executives' priorities are met, organizational goals are achieved, and best practices are upheld.
• Coordinate scheduling and calendar management, including making appointments and prioritizing the most sensitive matters.
• Manage content and flow of information to executives, including agendas, mail, email, phone calls, client management, and milestone occasions.
• Provide excellent customer service through phone, written, and in-person contact with team members, service vendors, and customers contacting executives.
• Coordinate executives' travel logistics and activities, including accommodations, meetings, and transportation.
• Coordinate meeting preparation, including PowerPoint presentations, meals, rooms, equipment and technology set up.
• Take notes during meetings as requested and summarize actionable items for executives.
• Track and communicate project progress and deadlines to ensure timely follow up and task completion.
• Manage and coordinate routing and execution of contracts, ensuring timely approvals and compliance with organizational standards.
• Process executives' monthly expense reports and credit card reconciliation, ensuring accuracy, compliance, and timely submission for financial tracking and reporting.
• Maintain remote work schedule and organizational charts for reporting structure.
• Provide administrative and office support, such as presentations, workbooks, and communications.
• Oversee the setup and management of access to systems, tools, supplies, and resources.
• Maintain the office, provides day-to-day administration through phone, written and face-to-face contact with all those needing assistance.
• Prioritize and manage multiple projects simultaneously.
• Follow through on issues in a timely manner.
• Maintain professionalism and strict confidentiality with all materials.
• Special projects and tasks as assigned.

Requirements

• Strong problem solving with effective time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proactive, reliable team player, comfortable working independently to meet deadlines.
• Works with a sense of urgency and accuracy while maintaining composure.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to maintain confidentiality of information related to the company and its team members.
• High proficiency with MS Office and an aptitude for learning new software and systems.

Nice-to-haves

• Bachelor's degree in business administration or equivalent experience.
• Bilingual in Spanish.
• Adobe Photoshop or Illustrator.
• Experience in overseeing budgets and expenses and developing internal processes.

Benefits

• Competitive Wages & Paid Time Off.
• Stock Purchase Plan & 401k with Employer Contributions Starting Day One.
• Medical, Dental, & Vision Insurance with Optional Flexible Spending Account (FSA).
• Team Member Health/Wellbeing Programs.
• Tuition Educational Assistance Programs.
• Opportunities for Career Growth.