Executive Support Coordinator

Job Summary

The Executive Support Coordinator provides administrative and operational support to the Vice President and the People Operations team. This role is responsible for coordinating executive schedules, meetings, travel, events, and business initiatives while supporting day-to-day activities across talent acquisition, human resources, training, and employee engagement. The Executive Support Coordinator helps ensure projects, action items, and organizational priorities remain on schedule while leveraging AI and technology tools to improve efficiency, reporting, presentations, and business communications. The ideal candidate is highly organized, detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment.

Job Responsibilities

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  Provide day-to-day administrative support to the Vice President and People Operations team.

  
  
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  Coordinate executive calendars, meetings, travel arrangements, and scheduling.

  
  
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  Prepare agendas, presentations, reports, meeting materials, and follow-up documentation.

  
  
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  Organize and maintain records, files, and project documentation.

  
  
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  Monitor priorities, deadlines, and executive commitments to ensure timely completion.

  
  
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  Plan and coordinate leadership meetings, training sessions, team events, and company activities.

  
  
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  Manage event logistics, including travel, accommodations, venues, catering, transportation, and communications.

  
  
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  Develop meeting agendas, event timelines, and supporting materials.

  
  
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  Serve as the primary point of contact to ensure successful execution of meetings and events.

  
  
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  Track key initiatives and projects across the People Operations team.

  
  
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  Maintain project plans, action item lists, status updates, and follow-up communications.

  
  
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  Provide leadership with regular updates regarding project progress and outstanding tasks.

  
  
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  Learn and support the administration of Culture Index assessments and reporting.

  
  
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  Assist leaders in understanding and utilizing Culture Index insights to support recruiting, onboarding, employee development, and team effectiveness.

  
  
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  Utilize AI and other technology tools to create presentations, reports, dashboards, agendas, and communications.

  
  
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  Research and recommend technology solutions that improve organization, efficiency, and administrative processes.

  
  
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  Develop templates, resources, and systems that support operational consistency and team productivity.

  
  
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  Perform additional administrative and operational duties as assigned.

  
  

Job Requirements

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  Previous experience providing executive administrative support, project coordination, human resources support, or a related role.

  
  
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  Experience coordinating meetings, events, travel, and executive scheduling.

  
  
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  Strong organizational skills with exceptional attention to detail.

  
  
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  Ability to manage multiple priorities while meeting deadlines in a fast-paced environment.

  
  
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  Excellent verbal and written communication skills.

  
  
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  Strong proficiency with Microsoft Office Suite, including PowerPoint, Excel, Outlook, and Word.

  
  
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  Experience using AI tools and technology platforms to create presentations, reports, analytics, and business communications.

  
  
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  Interest in or experience supporting Culture Index or similar talent assessment platforms preferred.

  
  
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  Strong analytical and problem-solving skills.

  
  
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  Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

  
  
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  Ability to work independently while collaborating effectively with cross-functional teams.

  
  

Education

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  High school diploma or equivalent required.

  
  
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  Associate's or Bachelor's degree in Business Administration, Human Resources, Communications, or a related field preferred.

  
  

Benefits

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  Health insurance

  
  
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  Dental insurance

  
  
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  Vision insurance

  
  
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  401(k)

  
  

Additional Job Details (Commute, Attendance, etc.)

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  Hybrid work schedule, Monday through Friday.

  
  
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  Flexibility to work from the office as business needs require.

  
  
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  Preference for candidates located in the Phoenix metropolitan area to support occasional in-office collaboration.

  
  
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  Ability to travel as needed to coordinate company events, leadership meetings, training sessions, and team activities.

  
  
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  Strong interest in leveraging AI technology to improve reporting, presentations, data analysis, and administrative efficiency is highly preferred.

  
  

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

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Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or (732) 238-6050.