Executive Administrative Coordinator

Essential Functions (Other Duties as Assigned)

• Calendar & Scheduling:
• Coordinate complex, multi-executive calendars, proactively identifying and resolving scheduling conflicts.
• Arrange recurring and ad-hoc ELT meetings, off-sites, and cross-department sessions.
• Meeting & Event Logistics:
• Organize logistics for internal and external meetings, conferences, and special events, including venue selection, catering, technology setup, and materials preparation.
• Maintain detailed agendas and track follow-up items as needed.
• Travel & Expense Management:
• Coordinate travel arrangements for ELT members when required.
• Prepare, submit, and track expense reports in accordance with company policies.
• Office Operations & Support:
• Serve as primary point of contact for office supplies, catering, and vendor relationships to ensure the executive office runs efficiently.
• Support on-site hospitality for visiting stakeholders and dignitaries.
• Special Projects:
• Plan and execute company-wide or leadership-level events such as town halls, board receptions, and employee celebrations.
• Assist with high-priority administrative initiatives or research projects as assigned.
• Coordinate complex, multi-executive calendars, proactively identifying and resolving scheduling conflicts.
• Arrange recurring and ad-hoc ELT meetings, off-sites, and cross-department sessions.
• Organize logistics for internal and external meetings, conferences, and special events, including venue selection, catering, technology setup, and materials preparation.
• Maintain detailed agendas and track follow-up items as needed.
• Coordinate travel arrangements for ELT members when required.
• Prepare, submit, and track expense reports in accordance with company policies.
• Serve as primary point of contact for office supplies, catering, and vendor relationships to ensure the executive office runs efficiently.
• Support on-site hospitality for visiting stakeholders and dignitaries.
• Plan and execute company-wide or leadership-level events such as town halls, board receptions, and employee celebrations.
• Assist with high-priority administrative initiatives or research projects as assigned.

Education And Experience

• High School Diploma required; bachelor's degree in business administration, communications, or a related field preferred; equivalent work experience supporting executive leadership may be considered in lieu of a degree
• 5+ years of executive administrative or office management experience supporting senior leadership, preferably in a fast-paced corporate environment.

Knowledge, Skills, and Abilities

• Advanced proficiency with Microsoft 365 or Google Workspace, calendaring tools, and virtual meeting platforms (Zoom, Teams, etc.).
• Outstanding organizational and time-management skills; proven ability to prioritize and manage multiple projects simultaneously.
• Excellent written and verbal communication skills; professional presence and discretion when handling confidential information.
• Flexibility to operate with non-rigid working hours.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization and with external partners.
• Highly proactive and resourceful, with a strong sense of ownership.
• Calm under pressure and adaptable to changing priorities.
• Collaborative mindset, with a “no task too small” attitude.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment
• Must be able to lift and carry up to 15 pounds occasionally (e.g., laptop, presentation materials, office supplies)
• Typical office environment with standard noise levels and controlled indoor temperatures
• Occasional travel may be required for meetings, trainings, or as directed; travel less than 10%
• Flexibility to work extended hours or respond outside normal business hours when needed to support executive priorities

This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.

Spotless Brands and its subsidiaries comply with federal and state disability laws and make reasonable accommodation for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or recruitment process, please contact the Human Resources department   and identify the type of accommodation or assistance you are requesting. Do not include any medical or health information in this email. The Human Resources team will respond to your email promptly.

Spotless Brands and its affiliate brands are Equal Employment Opportunity (EEO) employers. Spotless Brands invites all qualified interested applicants to apply for career opportunities. It is the policy of the company to provide equal opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran, disabled status  or any other protected group status as defined by and subject to applicable federal, state and local laws. We use E-Verify to check employment eligibility: https://www.everify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf and https://www.e-verify.gov/sites/default/files/everify/posters/IER_RightToWorkPoster%20Eng_Es.pdf