V101 - Executive Program Coordinator

Job Duck

7d•Remote

About The Position

This Executive Program Coordinator role at Job Duck supports a fast paced business coaching and implementation firm that helps entrepreneurs bring structure, accountability, and clarity to their organizations. In this position, you will act as a trusted integrator and gatekeeper, ensuring leaders stay focused on coaching, strategy, and growth while operations run seamlessly behind the scenes. Your daily impact will be felt through flawless calendar coordination, polished client communication, and proactive follow through on key deliverables. This role is ideal for someone who thrives on ownership, anticipates needs before they arise, and takes pride in running systems as cleanly as the programs and leaders they support. You will work closely with leadership to protect executive bandwidth, elevate the client experience, and continuously improve internal processes.

Requirements

1-2 years of experience
Strong executive calendar and program coordination skills
High attention to detail and follow through
Proactive problem solving and anticipation of needs
Clear and professional written and verbal communication
Strong organizational and time management skills
Ability to manage multiple priorities in a fast paced environment
Process driven mindset with continuous improvement focus
Emotional intelligence and professionalism under pressure
Accountability and ownership of outcomes
Strategic thinking and sound judgment

Responsibilities

Coordinate scheduling across the firm’s structured client pipeline and ensure accuracy across all systems
Prepare executives with agendas, assessments, slide decks, and briefing materials ahead of client sessions
Manage inboxes by organizing correspondence, flagging priorities, and responding on behalf of executives when appropriate
Identify workflow bottlenecks and implement standardized or automated administrative solutions
Own and manage complex calendars for senior leadership, including discovery calls, strategy sessions, and full day workshops
Serve as the primary point of contact for client communication, ensuring a polished and consistent experience
Oversee client onboarding and post workshop follow ups to ensure accountability and completion of action items
Maintain accurate and up to date CRM records tracking client progress and implementation stages
Monitor internal metrics and reporting to support leadership decision making
Protect executive bandwidth by filtering requests and minimizing administrative distractions