Executive Support, Senior Coordinator

American Chemical Society•Boston, MA

20h•$27 - $30

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. Occasional travel may be required 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 handle confidential or sensitive information appropriately.
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, with the 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

Bachelor's degree preferred.

Responsibilities

Provides executive-level calendar and scheduling management for assigned Market Leaders or other Development leaders; schedules meetings with external partners, prospects, stakeholders, corporate accounts, donors, board members, CEOs, volunteers, staff, and Executive Assistants; resolves conflicts; confirms attendance and availability; and maintains accurate meeting and event schedules.
Prepares and supports 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, coordinates board recruitment, applications, onboarding, orientations, one-on-one meetings, meeting logistics, speakers, content, invitations, RSVPs, attendance, quorum tracking, and communications.
For market-focused portfolios, prepares board meeting materials and maintains 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, supports 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, provides executive assistant-type support by managing leader calendars and scheduling meetings; coordinating invitations and changes; preparing leaders for engagements; conducting follow-up communications; tracking commitments and next steps; and maintaining engagement calendars.
Partners 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 back-up coverage during absences and peak periods, identify process improvement opportunities, maintain accurate records, and contribute to improving executive support services and stakeholder experiences.
May travel occasionally for critical meetings and/or events.