Executive Support Coordinator

Onni Group of Companies • Phoenix, AZ

3d • $50,000 - $65,000 • Onsite

About The Position

There is an exciting opportunity to join the Administrative Systems team as an Executive Support Coordinator, based in the Phoenix office. This is a dual-function role that combines high-level executive administrative support with hands-on office coordination responsibilities. Working closely with the Executive Assistant, this individual will represent Onni Group as the first point of contact for visitors and vendors, while also providing direct administrative support to senior leadership. The ideal candidate is an extremely organized, self-starting professional who displays an aptitude for planning, is detail-oriented, and thrives in a fast-paced environment. This individual will exercise discretion when handling confidential information, manage competing priorities with ease, and take genuine pride in creating a welcoming, efficient, and well-run workplace. If you are a dependable team player with opportunities for growth in mind, this is the role for you!

Requirements

• Bachelor's degree in Business Administration, Communications, or a related field preferred; equivalent combination of education and experience considered
• Minimum 2–4 years of progressive administrative experience, with at least 1–2 years supporting senior-level executives or in an office coordination role
• Excellent interpersonal skills with the ability to interact professionally across multiple levels of the organization and with external business partners
• Well-organized and detail-oriented, with the ability to effectively manage personal time as well as the dynamic schedules of senior leaders
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with collaboration platforms such as Microsoft Teams or Slack
• Exceptional written and verbal communication skills
• High degree of integrity and discretion when handling sensitive or confidential information
• Ability to learn quickly, self-start, and operate effectively in a fast-paced environment with minimal supervision

Nice To Haves

• Prior experience in a real estate, property management, or professional services environment is an asset
• Experience managing vendor relationships and service contracts is an asset
• Notary Public certification or willingness to obtain one is a plus

Responsibilities

• Serves as a trusted partner to the Executive Assistant and senior leadership, independently managing calendars, prioritizing competing requests, and making judgment calls about scheduling and time allocation on behalf of executives
• Drafts, edits, and distributes executive-level correspondence, memos, reports, and presentations — exercising independent judgment on tone, content, and appropriate distribution
• Manages complex domestic and international travel logistics, including itinerary planning, contingency decision-making, and expense report preparation and reconciliation
• Prepares meeting agendas and briefing materials; records and distributes minutes; independently tracks action items and follows up with stakeholders to ensure accountability and timely completion
• Acts as a primary liaison between senior leadership and internal departments, external vendors, legal contacts, government agencies, and other third parties — often representing the executive team's interests and exercising judgment in communications
• Handles confidential and sensitive business information (personnel matters, contracts, legal correspondence, financial data) with a high degree of discretion and independent decision-making regarding access and handling
• Leads or supports special projects and research assignments, synthesizing information and presenting recommendations to senior leadership
• Independently evaluates the urgency and priority of incoming communications, issues, and requests — directing or escalating as appropriate without requiring executive instruction for each decision
• Independently manages day-to-day office operations, proactively identifying operational issues, assessing solutions, and implementing corrective actions or escalating as appropriate
• Serves as the primary decision-maker and point of contact for all in-person visitors, vendors, and service providers — exercising judgment in how inquiries are handled, referred, or escalated
• Evaluates and manages vendor relationships and service contracts for office-related needs; exercises discretion in procurement decisions within established budget parameters
• Oversees office facilities coordination, including maintenance requests, building management liaison, and workspace planning — making independent assessments of priorities and urgency
• Coordinates onboarding logistics for new employees, including workspace setup and access provisioning, exercising judgment to ensure a consistent and professional onboarding experience
• Maintains and continuously improves physical and digital filing systems and document management practices to ensure compliance with records retention policies
• Manages all incoming and outgoing mail and package deliveries; handles time-sensitive or confidential materials with appropriate discretion
• Plans, coordinates, and executes internal office events and corporate functions (e.g., holiday events, team appreciation days, employee recognition), independently managing logistics, budgets, vendors, RSVPs, and onsite execution
• Proactively identifies opportunities to improve the office environment, employee experience, and administrative processes — developing and implementing solutions independently
• Ensures common areas, meeting rooms, and shared spaces reflect a professional and well-maintained standard appropriate to a corporate environment; delegates or coordinates fulfillment of routine upkeep tasks as needed

Benefits

• Comprehensive health, dental, and vision insurance
• Paid Time Off (PTO) and paid company holidays
• 401(k) retirement plan with employer contribution
• Professional development and training opportunities
• Arizona Earned Paid Sick Time (minimum 1 hour per 30 hours worked, per the Fair Wages and Healthy Families Act)

What This Job Offers

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