Executive Project Coordinator

Ecolab•Naperville, IL

2d•$86,100 - $129,300•Onsite

About The Position

Ecolab is seeking an Executive Project Coordinator to support the GBS+ Platform in Naperville, Illinois. The role supports senior leaders and teams by coordinating administrative, financial, HR, customer-facing, and business processes. The coordinator helps maintain day-to-day operations and support strategic initiatives in a fast-paced environment, while keeping teams organized and responding to internal and external client needs. The position is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. Responsibilities include administrative support, preparing information and presentation materials, meeting and calendar coordination, travel arrangements, financial process support, HR assistance, contract and customer data processing, program tracking, SharePoint and shared-drive management, customer issue assistance, and maintaining office systems, supplies, and equipment. Ecolab describes its work as providing science-based solutions, data-driven insights, and service to customers in more than 170 countries. The company states that its work advances food safety, clean and safe environments, water and energy optimization, operational efficiency, and sustainability. The annual compensation range for this position is $86,100 to $129,300. Immigration sponsorship is not available.

Requirements

High school diploma or equivalent.
Five years of administrative or related work experience.
Immigration sponsorship is not available for this position.

Nice To Haves

Bachelor’s degree.
Intermediate proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
Experience managing multiple competing priorities and meeting deadlines.
Excellent verbal and written communication skills and a strong customer service focus.
Organizational skills and attention to detail.
Ability to anticipate needs, be resourceful, and use sound judgment and tact.
Critical-thinking, analytical, and problem-solving skills.
Learning agility and experience quickly gaining knowledge of organizational operations, procedures, and staff.
Ability to work independently and collaborate in a team environment.
Reliability, flexibility, and approachability.
Process-oriented and adaptable.

Responsibilities

Perform general administrative duties in support of individuals, teams, and business processes.
Develop, compile, and analyze basic information for reports or presentation materials.
Prepare charts, graphs, and tables to support business insights and decision-making.
Coordinate meeting logistics, including reserving conference rooms, setting up equipment, and preparing materials.
Manage calendars across time zones and coordinate leaders’ schedules.
Support financial processes, including corporate card reconciliation, invoice tracking, and budget planning.
Arrange domestic and international travel, including visa processing.
Provide HR support for hiring, onboarding, promotions, transfers, and terminations.
Assist with processing legal contracts and maintaining accurate customer master data.
Compile and edit presentation content from multiple sources and distribute reports to stakeholders.
Maintain agendas, action item lists, and program plans, escalating issues when needed.
Respond to routine correspondence following established procedures.
Create and manage SharePoint sites and shared drives.
Communicate proactively to meet internal and external client needs.
Maintain relationships with customers and internal departments to understand and support customer expectations.
Assist with customer issue resolution, including invoice discrepancies, reporting, and service concerns.
Provide backup support to other administrative team members as needed.
Organize and maintain office systems, supplies, and equipment.