Talent.com
Executive Coordinator

Executive Coordinator

Oxford Financial Group, Ltd.Carmel, IN, United States
job_description.job_card.variable_days_ago
serp_jobs.job_preview.job_type
  • serp_jobs.job_card.full_time
  • serp_jobs.filters_job_card.quick_apply
job_description.job_card.job_description

POSITION SUMMARY

The Executive Coordinator provides high-level administrative and project support to the Senior Director Client Services and the Senior Director, Technology and Private Investments. This onsite role plays a critical part in ensuring operational excellence and organizational efficiency by proactively managing daily administrative tasks, internal processes, and project coordination efforts. Responsibilities include calendar and meeting management, preparation and processing of internal reports and forms, coordination of departmental initiatives and special projects, and communication support. The role also requires a high degree of professionalism, organization, and adaptability in a fast-paced, team-oriented environment.

DUTIES & RESPONSIBILITIES

General Executive Coordinator Duties

  • Prepares, formats and distributes internal and external correspondence
  • Prepares agenda packets and minutes for meetings
  • Performs general office duties
  • Maintains filing systems and tickler file
  • Schedules meetings
  • Schedules quarterly review meetings with teams
  • Schedules and coordinates new department hire orientation / training
  • Completes and reconciles expense reports
  • Fields inquiries when the Director is unavailable
  • Assists in the formatting and tracking of team and individual goals
  • Complies with all internal policies and procedures
  • Completes other tasks as assigned

Maintains various reports, logs and databases as appropriate

  • Maintains tracking logs
  • Maintains the updates to Policies and Procedures as they relate to new processes
  • Maintains the “checklists” as they change with updates to Policies and Procedures
  • Maintains the department’s intranet site through Sharepoint
  • Maintains risk tracking and logs

    • Creates and formats all education pieces and templates

  • Creates and / or formats all education pieces for training opportunities
  • Works with marketing to establish consistent formatting for all client deliverables, as needed
  • Prints, collates and binds reports and deliverables

    • QUALIFICATIONS

  • Three years business experience in a related field; B.S. / B.A. preferred
  • A minimum of three years’ administrative experience
  • Excellent computer skills in Microsoft Word, Excel and Outlook, with advanced Power Point skills required
  • Must have a professional demeanor with the utmost respect for confidential matters
  • Must be dependable with the ability to work independently and in a team environment
  • Must have excellent written and verbal communication skills with strong interpersonal skills
  • Must be detail oriented with excellent organizational and time management skills with strong agility to multi-task
  • Must have the ability to be flexible in a fast-paced environment
  • Must have strong work ethic with a positive attitude
  • Ability to adapt, learn and navigate custom systems such as Salesforce, Laserfiche, SmartSheets and other systems used by the department
  • Ability to adapt to and adopt the preferences of the department head

    • WORKING CONDITIONS

  • Long periods of sitting utilizing a computer required
  • 100% onsite
    • serp_jobs.job_alerts.create_a_job

    Executive Coordinator • Carmel, IN, United States