Executive Coordinator

Executive Coordinator

Threespot is looking for a detail-oriented, creative, and motivated individual to support this group in an administrative and project management capacity, contributing to the life of the firm, its mission, and its clients in a positive way. This person will manage routine and advanced administrative projects and tasks which can be of a confidential or time-sensitive nature, including meeting scheduling, email and phone correspondence, supporting marketing and communications efforts, generating financial and business intelligence reports, and travel/logistics and event planning. Familiarity with creative agency concepts, practices, and procedures is a huge plus. Interest in marketing and communications or business management is important.

The ideal candidate must be able to work independently, relying on experience and judgment to prioritize and accomplish goals, but must also be able to identify potential risk areas and ask for help from Threespot’s leadership before tasks reach a crisis mode.

The Executive Coordinator will report to the President and provide support to both the President and other senior staff as assigned by the President.

 

Responsibilities

• Manage administrative functions for the leadership team such as: project management, travel coordination, expense account management, calendar management, and other duties.
• Provide resourceful and proactive resolution and communication to conflicts in scheduling and/or calendar commitments.
• Support and plan travel and logistics for meetings and company sponsored events, both in-person and virtual environments among multiple internal and external attendees
• Support vendor relationship management and contracting support (for example, with accommodation, event, and travel vendors).
• Assist with the preparation of materials and presentations for meetings including Leadership meetings and board meetings presentation material.
• Prepare and/or review a variety of high-level correspondences, presentations, and reports with accuracy and in a timely manner.
• Prioritizes and manages internal and external correspondence, communications, and mail/email. Ensures Leadership and senior level staff are made aware of all matters that require prompt follow-up and action.
• Effectively organizes and manages workload and successfully prioritizes tasks based on company and Leadership deadlines.
• Taking, revising, and circulating meeting notes and action items.
• Basic understanding of clerical procedures and systems such as data entry, recordkeeping and filing. Financial and business intelligence report generation/creation.
  • A/R (client invoice preparation)
  • A/P (expense report and bill entry)
  • Credit card transaction entry
  • Assist with payroll and 401k entry
  • Assist with GSA reporting
  • Digital filing management
  • Hiring process coordination
  • Employee information maintenance
  • PTO tracking and reconciliation
  • Assist with internal processing of SOWs and contractor agreements
  • Support budgeting processes by providing necessary data and analysis.
  • Collaborate with the Director of Finance on various projects and reports.
• Support for tasks including but not limited to expenses, time-tracking, and errands.
• Additional duties as assigned.

Skills

• Ability to develop, manage, and maintain processes to complete projects and tasks with initiative, independence, dedication, professionalism, and intelligence
• Exceptional oral/written communication, time budgeting, creativity, problem-solving, and scheduling skills
• Ability to juggle multiple responsibilities and tasks in a fast-paced environment with professionalism, enthusiasm, creativity, and humor
• Proven ability to meet tight deadlines and get things done
• Familiarity with QuickBooks Online a plus
• Proofreading ability a plus

Requirements

• 1-2 years of relevant administrative support experience (scheduling, bookkeeping)
• Experience with calendar and project management
• Proficient in Google Drive based applications and file management (Sheets, Docs, Slides, and Forms)
• Must be authorized to work in the United States