Executive Support, Senior Coordinator

American Cancer Society•Boston, NY

About The Position

The Executive Support Senior Coordinator (ESSC) provides high-level executive coordination and administrative support to an assigned portfolio of Market Leaders or other Development leaders. Assignments may be market-focused, with primary responsibility for market board and CEOs Against Cancer chapter support, or channel-focused, with primary responsibility for executive assistant-type support that enables leaders to engage effectively with external partners, prospects, stakeholders, corporate accounts, volunteers, and internal teams. The position manages complex calendars, prepares leaders and constituents for meetings and events, coordinates executive and constituent engagement, and ensures decisions, commitments, and follow-up actions move forward. Success is reflected in organized and well-prepared leaders, consistent support aligned to portfolio needs, responsive stakeholder engagement, accurate tracking of commitments, and a high-quality experience for internal and external partners. The role may require occasional travel for critical meetings and/or events. Work is performed in a home office environment or, in some circumstances, an ACS office.

Requirements

3–5 years of experience supporting executives or senior leaders, managing complex administrative coordination, supporting boards or volunteer chapters, coordinating external stakeholder engagement, or related experience.
Exceptional organization, attention to detail, follow-through, and time-management skills.
Ability to anticipate needs, exercise sound judgment, maintain discretion, and appropriately handle confidential or sensitive information.
Excellent written, verbal, listening, and interpersonal communication skills, with a professional, customer-focused approach.
Ability to build productive relationships and communicate effectively with senior leaders, staff, board members, volunteers, donors, prospects, corporate accounts, CEOs, Executive Assistants, and other external partners and stakeholders.
Ability to manage multiple complex priorities across an assigned leader portfolio, adapt support to market or channel needs, resolve conflicts, and meet deadlines in a fast-paced environment.
Strong meeting coordination, project organization, note-taking, action-item tracking, and follow-up skills.
Ability to prepare accurate, polished agendas, briefing materials, meeting packets, presentations, communications, and records.
Proficiency in Salesforce data entry and Microsoft Office and Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint; ability to learn proprietary systems and evolving workflows.
Ability to support continuous improvement through feedback, documentation, process refinement, and consistent service delivery.

Nice To Haves

A bachelor's degree is preferred.

Responsibilities

Provide executive-level calendar and scheduling management for assigned Market Leaders or other Development leaders, including scheduling meetings with external partners, prospects, stakeholders, corporate accounts, donors, board members, CEOs, volunteers, staff, and Executive Assistants; resolving conflicts; confirming attendance and availability; and maintaining accurate meeting and event schedules.
Prepare and support leadership meetings, external engagement, and strategic initiatives by developing agendas, briefing materials, meeting packets, customized presentation templates, and background resources; coordinating logistics; documenting decisions; distributing action items; and scheduling follow-up.
For market-focused portfolios, coordinate market board recruitment, applications, onboarding, orientations, one-on-one meetings, meeting logistics, speakers, content, invitations, RSVPs, attendance, quorum tracking, and communications.
For market-focused portfolios, prepare board meeting materials and maintain board engagement information, including welcome materials, binders, name badges, supplies, biographies, photos, agendas, packets, presentations, commitments, action items, and follow-up.
For market-focused portfolios, support CEOs Against Cancer chapters by coordinating chapter meetings, events, networking opportunities, recruitment, onboarding, communications with CEOs and Executive Assistants, customized presentation templates, invitations, RSVPs, logistics, member experiences, commitments, and action items.
For channel-focused portfolios, provide executive assistant-type support by managing leader calendars; scheduling meetings with external partners, prospects, stakeholders, corporate accounts, donors, executives, volunteers, and Executive Assistants; coordinating invitations and changes; preparing leaders for engagements; conducting follow-up communications; tracking commitments and next steps; and maintaining engagement calendars.
Partner with fellow Executive Support Senior Coordinators and the broader Centralized Support Services team to provide consistent support, share best practices, assist with workload balancing, provide backup coverage during absences and peak periods, identify process improvement opportunities, maintain accurate records, and enhance executive support services and stakeholder experiences.