Executive Coordinator

The Executive Coordinator provides senior level administrative, coordination and advisory support to the CEO and Leadership Team. This role goes beyond traditional administrative assistance and is responsible for proactively coordinating executive priorities, governance activities and corporate processes to ensure the effective operation of the Agency.
The Executive Coordinator exercises discretion, independent judgment and initiative while managing complex schedules, coordinating Board and executive activities and supporting corporate operations across the Agency.
Key Responsibilities:
Coordinate all Board of Directors activities, including meeting logistics, agenda development, briefing materials, Board reports, minute taking, and tracking and follow-up of action items.
Serve as a primary liaison between the CEO, Board members, Leadership Team, and external stakeholders on administrative and governance matters.
Anticipate executive and governance requirements and proactively prepare materials and information to support decision-making.
Manage complex and competing calendars, priorities, and travel arrangements for the CEO and Leadership Team.
Coordinate executive correspondence, briefing notes, presentations, and reports, ensuring accuracy, consistency, and professional quality.
Establish, maintain, and continuously improve executive and corporate administrative systems, processes, and filing structures.
Ensure confidentiality and appropriate handling of sensitive and privileged information.
Coordinate travel arrangements and prepare expense claims for the CEO and Leadership Team in accordance with applicable policies and procedures.
Prepare purchase approvals, code invoices, and support financial tracking and reconciliation
Compile and verify documentation for corporate credit card reconciliations and administrative expenditures