Job Details

Hybrid in San Rafael 3-4 days per week

Who We Are:

It takes a village, and at this company, our corporate groups are the people behind our success. Groups such as IT, Finance, Legal, Global Compliance & Ethics, and our People Team provide foundational support of all areas of operation.

Reporting to the Chief People Officer (CPO), the Executive Coordinator will be responsible for providing administrative support to the People Leadership Team (PLT). The Executive Coordinator’s assignments will be varied and complex in nature requiring utmost discretion and sensitivity, often requiring considerable judgment, creativity and discretion in resolving issues. This individual must be a self-starter and can manage multiple priorities in a continually changing environment with little to no guidance and an ability to look ahead at potential issues that need addressing early.

Sr. Executive Coordinator will be responsible for the following:
* Global calendar management – Scheduling meetings/rooms for meetings with multiple stakeholders across functions. Resolving calendar conflicts.
* Coordinating logistics for the People Leadership team meetings and Global People team meetings, communicating with presenters to confirm/remind them of their presentations. Sending out agenda to meeting participants. Attending PLT meetings and taking minutes as needed
* Assist with editing and creation of presentations for CPO
* Provide team guidance and support in order to best connect the People Team to information
* Manage creation of purchase orders and finalization of vendor contracts for PLT members in coordination with Legal/Purchasing
* Coordinating travel and expense reports for PLT
* Resolving IT issues and ordering equipment upon request
* Maintaining distribution groups
* Announcements: People Wide message announcement coordination
* Onboarding help with new hires; off-boarding
* Assisting with miscellaneous administrative requests from team-members

In addition to being professional and courteous, the Sr. Executive Coordinator must possess:

* A proven ability to perform as an Executive Coordinator
* Quick learner and self-starter capabilities — able to work proactively and independently on tasks
* Strong calendaring skills and catering/meeting planner capabilities
* Strong communication skills on all levels with executive leaders, employees, and outside vendors
* Responsiveness to deadlines, strong attention to detail, and able to prioritize multiple tasks.
* A high level of professionalism with strong influencing skills and ability to anticipate situations or issues that may arise in the near future
* Independent judgment and discretion with sensitive/confidential employee information
* A can-do attitude, ability to be flexible and adaptable
* Ability to receive and act on “ad-hoc” requests
* Ability to think creatively and strategically
* A team-oriented work style
* An openness to periodically responding to requests outside of normal business hours.

Requirements:

* A minimum of 8 years of executive level support VP, S/EVP, or C-level and office administration
* Strong PC computer skills with proficiency in Microsoft Office Suite (Word, Teams, Outlook, PowerPoint), Concur expense reporting
* Bachelor’s degree preferred
* Experience working within People/Human Resource teams preferred