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Corporate Executive Coordinator

San Rafael, CA

Order: 740759

Corporate Executive Coordinator– San Rafael


Wonderful opportunity to start the New Year off with a job of your dreams!


Supporting a team of three busy C-level executives, your days will be varied and your work will be appreciated.


Filling the shoes of an incumbent retiring after 16 years, you will enjoy ample crossover training in this highly visible position situated on the Executive floor.


Supporting the CEO, COO and CAO, you will rely on your organizational, planning, anticipatory and prioritization skills as you manage calendaring, travel, meeting planning, and a host of other responsibilities.  You thrive on drilling down to the minutia while keeping an eye on the bigger picture staying one step ahead of three busy executives.


Acting as the gatekeeper of the executive floor, you approach your work with discretion and confidentiality, exercising sound judgment at all times. 


Most importantly, you are looking to be an integral part of a cohesive team working together towards a common goal putting the greater good first. 


If tops on your list is to work with and alongside people with character, integrity and professionalism, look no further. 


You will:

  • Support the executives in coordinating communications, calendar, events, conferences, meetings, travel, internet research, and general organization.


  • Draft simple cover letters and perform straightforward research online. Assist in preparing simple Excel spreadsheets and PowerPoint presentations. Assist in preparing and editing Word documents. Assist in drafting emails.


  • Coordinate the preparation of materials for the quarterly meetings of the Board of Directors and any applicable board retreats.


  • Coordinate the quarterly meetings of the Board of Directors, including meetings, entertainment activities, dinners, and gifts.


  • Organize monthly Capital Expenditure, Safety, Operational Leadership and Division Manager meetings.


  • Anticipates future events and initiates the coordination of information, details, reservations, registrations, travel, etc. Requests information from decision makers and anticipates both the optimal outcome as well as the potential challenges. Always 1-2 steps ahead. Not waiting to be informed or directed.


  • Assists with special projects as directed by management.


  • Schedules the corporate jet and commercial flights for corporate travel, as well as hotels, car rentals, car services and restaurants.


  • Organizes and orders daily lunches.


You have: 

  • Bachelor’s degree (B.A.) from four-year college or university; or three years related experience and/or training; or equivalent combination of education and experience.

  • Ability to effectively communicate and respond to questions from manager, clients, customers, internal team, and public.

  • Confident, articulate, and professional speaking abilities.

  • Proficiency with internet research, and abilities in Microsoft Office software including Outlook, Word, Excel, Adobe Acrobat and PowerPoint. Strong keyboarding skills. Viewpoint experience preferred but not required.

  • Proficiency with Apple iPhones, iPhone applications, and basic smartphone technology. General familiarity with social media, online platforms, cloud computing, etc. Keen awareness of cybersecurity and use of discretion handling sensitive materials.

  • Current valid Driver’s License required.

  • Ability to travel when required for public events.


Generous benefits  -  100% onsite role – Proof of Vaccination Required


Hire contingent upon passing background and drug test