Executive Project Coordinator

Ecolab•Naperville, IL

7d•Onsite

About The Position

Ecolab is seeking an Executive Project Coordinator to support the GBS+ Platform team in Naperville, Illinois. The role supports senior leaders and business operations by coordinating meetings and calendars, assisting with HR and financial processes, managing travel and records, and supporting customer-facing processes. The coordinator also helps organize team information and initiatives, maintains relationships with internal departments and customers, and provides administrative support in a fast-paced environment.

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 collaboratively 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 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 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 back-up support to other administrative team members.
Organize and maintain office systems, supplies, and equipment.