Executive Coordinator

Nova Technologies, an Employee-Owned Engineering Company • Tallahassee, FL

1d • Remote

About The Position

The Executive Coordinator supports Business Unit Leaders as a trusted administrative partner in a remote role that combines executive coordination, business operations, travel and expense administration, marketing support, and conference and trade-show logistics. The role is suited to an organized, proactive professional who can manage changing priorities, protect confidential information, and represent the executive office professionally.

The position is full-time and remote, aligned with company core business hours, with an expected schedule of 40 hours per week. Work outside normal business hours may be needed to support executive schedules, travel, and events. Travel of up to 20% to company, customer, conference, trade-show, and other business locations is required.

NOVA Technologies provides solutions across instruction and training, engineering, courseware development, simulator maintenance, mission planning support, operation and sustainment, and cybersecurity. Compensation and benefits are listed as TBD.

Requirements

• Associate degree in business administration, communications, marketing, office administration, or a related field; military or additional directly related experience may substitute for formal education requirements.
• Two to four years of administrative experience, including experience supporting an executive, senior leader, or leadership team.
• Experience coordinating calendars, meetings, travel, expenses, and business documents.
• Proficiency in Microsoft 365.
• Ability to handle confidential information with discretion.

Nice To Haves

• Experience supporting marketing, business development, customer-engagement, or corporate-communications activities.
• Experience coordinating conferences, trade shows, executive visits, or large business events.
• Experience supporting geographically dispersed teams and multiple time zones.

Responsibilities

• Manage executive calendars, meetings, communications, action items, and competing priorities.
• Coordinate leadership meetings, customer engagements, employee events, and executive visits.
• Prepare professional correspondence, reports, presentations, agendas, and briefing materials.
• Triage executive email as designated.
• Arrange business travel and prepare timely, accurate expense reports and corporate-card reconciliations.
• Support business-unit operating rhythms, records, purchasing, invoices, supplies, vendors, and administrative workflows.
• Assist Marketing and Business Development with approved communications, presentations, collateral, promotional items, and content coordination.
• Coordinate conference and trade-show registrations, schedules, vendors, booth services, shipments, equipment, and materials.
• Provide hands-on event support, including setup, teardown, runner support, inventory control, and post-event follow-up.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree