Executive Project Coordinator
About The Position
Ecolab is seeking an Executive Project Coordinator to support the GBS+ Platform in Naperville, Illinois. The role supports senior leaders and business operations by coordinating meetings and calendars, preparing reports and presentations, supporting financial and HR processes, arranging travel, and assisting with customer-facing processes. The coordinator also maintains program plans and team information systems, responds to routine correspondence, supports customer issue resolution, and provides backup to administrative colleagues. The position works Monday through Friday, 8:00 a.m. to 5:00 p.m. It offers the opportunity to support senior leadership in a fast-paced, high-impact environment and contribute to both day-to-day operations and strategic initiatives.
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, with 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 ability to quickly gain knowledge of organizational operations, procedures, and staff.
- Ability to work independently and collaboratively in a team environment.
- Reliability, flexibility, and approachability.
- Process-oriented and adaptable.
Responsibilities
- Perform general administrative duties for individuals, teams, and business processes.
- Develop, compile, and analyze basic information for reports and 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.
- 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 according to 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.
Benefits
- Medical insurance.
- Dental insurance.
- Vision insurance.
- 401(k) matching.
- Company-paid pension.
- Stock purchase plan.
- Paid parental leave.
- Select discounted childcare resources.
- Comprehensive benefits package.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
