Executive Coordinator

Overview

About the Role:

We are seeking a highly organized and proactive Executive Coordinator to provide comprehensive support to our VPs and leadership team. This role is critical to ensuring smooth departmental operations, coordinating schedules, managing logistics, and supporting team projects. You’ll act as a liaison for both internal and external stakeholders, manage event planning, and oversee budget tracking and reporting for the department. This is an excellent opportunity for a detail-oriented professional with strong communication skills and the ability to handle multiple priorities. This role is hybrid in Stratham, NH; 4 days on-site and 1 day remote. 

Key Responsibilities:

1. Meeting and Schedule Coordination:

   • Organize and coordinate departmental meetings, ensuring alignment with VPs and leadership schedules.
   • Plan and coordinate events, including off-site and large-scale meetings, to ensure smooth execution and logistics.
   • Act as a key liaison between internal teams, leadership, and external clients to facilitate clear communication and efficient information flow.

2. Presentation and Project Assistance:

   • Create, edit, and prepare high-quality business presentations for the leadership team.
   • Assist with special projects and assignments, including research, data gathering, and information dissemination, as directed by the leadership team.

3. Travel and Expense Management:

   • Arrange travel and accommodations for the leadership team, creating detailed itineraries to ensure efficient planning.
   • Track and process expense reports post-travel, ensuring timely submission and compliance with company policies.

4. Administrative Support:

   • Perform various administrative tasks, such as managing correspondence, filing, faxing, and prioritizing mail and phone messages.
   • Draft, prepare, and respond to emails and other communications on behalf of the department.
   • Complete other administrative duties as required to support the department’s operations.

5. Budget and Inventory Management:

   • Manage department budgets, generating purchase orders, processing invoices, and tracking expenses.
   • Oversee inventory and supply requests, ensuring the department has necessary resources and supplies.
   • Provide training and guidance to department associates on internal systems, such as travel and expense management software.

6. Team Project Support and Data Coordination:

   • Assist with team projects as needed, acting as a liaison to compile and coordinate data from various departments within the company.
   • Ensure accurate and timely data collection and dissemination to facilitate project and departmental goals.

Qualifications:

• Experience: 3+ years of experience in an administrative or executive support role, preferably supporting senior leadership.
• Skills: Strong organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively.
• Communication: Excellent written and verbal communication skills to interact professionally with internal teams and external clients.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with travel and expense management systems.
• Detail-Oriented: Strong attention to detail, with the ability to produce accurate, high-quality work.

Why Join Us:

Join a dynamic and collaborative environment where you’ll work closely with top leadership and make a meaningful impact by ensuring efficient operations across the department. This role offers a blend of project coordination, administrative support, and event planning, providing a unique opportunity to grow your skills and contribute to the team’s success.

The target hiring compensation range for this role is $28.20 to $31.33 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

Additional benefits offered may include; medical health insurance and dental insurance, life insurance, and eligibility to participate in 401k plan with company match.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits! 

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.