Executive Coordinator

POSITION SUMMARY:

The Executive Coordinator provides high-level administrative and operational support to senior leadership. This role is responsible for managing priorities, coordinating projects and communication, and exercising independent judgment in handling competing demands while remaining aligned with organizational priorities. The position requires strong organizational skills, discretion, and the ability to make informed decisions to support leadership effectiveness. This is a hybrid position supporting leadership across the Girl Scout Heart of the Hudson footprint.

KEY RESPONSIBILITIES
Anticipate leadership needs and proactively prioritize upcoming tasks, deadlines, and deliverables
Review account data and monitor overall costs, identifying discrepancies and escalating or addressing issues as appropriate
Maintain, update, and analyze complex spreadsheets to support leadership visibility and reporting needs
Prepare and coordinate meeting agendas, materials, and summaries for leadership and board meetings
Independently track and manage action items from senior leadership meetings, ensuring timely completion and clear communication
Communicate regularly with senior management regarding priorities, outstanding tasks, and recommended next steps
Serve as a liaison between internal teams and external partners to coordinate ongoing work, contracts, and vendorrelated costs
Independently prioritize and manage competing requests from senior leadership, determining appropriate sequencing and escalation when needed
Interpret and translate requests from the CEO and Csuite into coordinated actions, making decisions on task delegation and followup
Develop and manage agendas, staff assignments, board materials, and meeting templates for Board and executivelevel meetings
Monitor alignment across departments, identify gaps or risks, and recommend adjustments to leadership as needed
Review workflows, data, and priorities to make recommendations that improve coordination and operational efficiency
Identify process gaps and independently implement improvements to enhance organizational effectiveness
Maintain a high level of discretion and confidentiality in handling sensitive information
QUALIFICATIONS
35 years of administrative, executive support, or coordination experience
Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
Excellent organizational skills and attention to detail
Strong written and verbal communication skills
Ability to manage multiple priorities and exercise independent judgment
Experience working with data, spreadsheets, and tracking tools
Professional, reliable, and able to manage confidential information with discretion
Valid driver’s license required for short notice travel between sites as part of job duties
PHYSICAL DEMANDS AND WORK ENVIRONEMENT
Prolonged periods of sitting at desk and working on computer
Frequent use of computer and standard office technology, which includes typing, use of mouse and/or alternative input methods
Ability to communicate effectively, including speaking and listening in person, via telephone and through virtual platforms
Occasional standing, walking bending and reaching
Ability to lift and carry materials (typically 2025 lbs.), such as documents, laptops, and office supplies
Visual ability to read and analyze information on a computer screen and printed materials
Ability to manage multiple tasks, maintain focus and respond to frequent interruptions
Occasional travel may be required for meetings, events, or leadership support activities
Work involves fast paced environment with competing priorities and deadlines