Executive Coordinator

Location: Houston, TX
Schedule: Full-Time, In-Office
Reports To: [Executive title or Executive Team]

Position Summary

The Executive Coordinator provides administrative and coordination support to executive leadership, assisting with calendar management, meetings, interviews, documentation, and communications. This position is fully in-office and regularly handles sensitive and confidential information, requiring professionalism, discretion, and strong organizational skills to support smooth executive operations.

Key Responsibilities

Calendar & Meeting Coordination

• Coordinate and schedule executive meetings, interviews, and appointments

• Manage meeting logistics, including conference rooms, virtual links, and materials

• Assist with interview coordination, including candidate scheduling and communications

• Track meeting follow-ups, action items, and scheduling changes

Communication & Coordination

• Support internal and external communications on behalf of executive leadership

• Route requests, correspondence, and scheduling needs appropriately

• Maintain professional interactions with employees, candidates, and external contacts

Document & Information Management

• Prepare, format, and distribute documents, agendas, presentations, and reports as directed

• Maintain organized digital and physical filing systems

• Ensure accuracy and version control of executive materials

Administrative & Project Support

• Provide general administrative support to executive leadership

• Assist with tracking tasks, deadlines, and deliverables as assigned

• Support coordination of executive initiatives without direct ownership

Confidentiality & Professionalism

• Handle sensitive executive, personnel, and business information with discretion

• Maintain confidentiality in meetings, interviews, and communications at all times

Required Qualifications

• Experience in an administrative, coordinator, or executive support role

• Strong organizational and time-management skills

• Professional written and verbal communication abilities

• High attention to detail and reliability

• Ability to manage multiple priorities in a fast-paced office environment

• Demonstrated discretion when handling confidential information

Preferred Qualifications (if applicable)

• Experience supporting executive or senior leadership

• Experience coordinating interviews or hiring-related activities

• Proficiency with calendar management tools and office software

Key Competencies

• Organization and follow-through

• Professional judgment

• Clear communication

• Adaptability

• Discretion and trustworthiness

Work Environment

• Full-time, in-office position based in Houston, TX

• Regular interaction with executive leadership and interview candidates