Bilingual Executive Coordinator

About the role

The Executive Coordinator provides high-level administrative and operational support to the Regional CEO of the American Red Cross in AZ/NM region, ensuring seamless execution of executive priorities. This role requires exceptional organizational skills, professionalism, and discretion, as the CEO interacts with key stakeholders, including government officials, community leaders, board members, and Red Cross leadership. The ideal candidate is a proactive and strategic thinker who thrives in a fast-paced environment, anticipating needs, managing complex schedules, and executing projects from concept to completion. They must possess strong communication skills, keen attention to detail, and the ability to maintain confidentiality while coordinating high-level initiatives. Given the diverse communities served, proficiency in English and Spanish is preferred to support effective communication across the region. This role requires extensive knowledge of executive operations and organizational management in matrixed environments while demonstrating strong problem-solving abilities, excellent judgment, and the ability to handle complex tasks with efficiency. The Executive Coordinator frequently interacts with individuals representing external organizations, government agencies, and key Red Cross leaders and must uphold the highest standards of professionalism and discretion.

Responsibilities

• Manage the Regional CEO's complex schedule with little supervision, including travel, regional visits, critical meetings, and daily priorities; ensure seamless coordination of logistics, materials, and follow-ups.
• Support interactions with multiple Boards of Directors across the region, including managing pledges, schedules, recognition plans, and attending meetings to capture action items.
• Plan and execute professional meetings, employee conferences, community briefings, and special Red Cross events, ensuring all logistics (communication, RSVPs, materials, meals, travel) are handled efficiently.
• Answer and screen calls, delegate inquiries, draft correspondence, and prepare reports, presentations, and spreadsheets as needed.
• Manage the Regional CEO's expense reports and assist in monitoring budgets as necessary.
• Work with volunteers to assist with assignments such as event coordination and supporting the CEO in expanding capacity for executive activities. Assess volunteer capacity, delegate effectively, and ensure assignments align with available resources to maximize impact.
• Provide administrative support for key initiatives, compile reports and data, create presentations, and assist in organizing priorities across business functions.
• Organize and secure highly confidential information while maintaining a high level of professionalism in all interactions with internal and external stakeholders.
• Prepare and maintain memos, records, reports, data, or correspondence for executive and board review; develop high-level presentations, spreadsheets, and reports; compile specialized data as needed.
• Work closely with internal teams to streamline processes, improve workflow, and enhance overall efficiency across the organization.

Qualifications

• High School diploma or equivalent required.
• Minimum 7 years of related experience or equivalent combination of education and related experience required.
• Must be bilingual and proficient in both English and Spanish.
• Excellent verbal and written communication skills.
• Proficient in personal computer use and Microsoft Office Suite; proficient typing skills required.
• Ability to work on a team.
• May involve fieldwork and 30% travel to meetings and conferences within the chapter jurisdiction, state, and Red Cross organization.
• Physical requirements: regularly required to sit; use hands to handle or feel; and talk or hear. Frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch, or crawl. Requires ordinary ambulatory skills to visit locations, ability to lift/carry up to 20 pounds, hand-eye coordination, arm, hand, and finger dexterity. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Work environment consists of moderate noise (business office with computers, phones and printers, light traffic). Prolonged sitting, driving, and occasional work under challenging conditions may be required. Ability to work in a small cubicle and sit at a computer terminal for an extended period of time. May include some exposure to emergency response work. As a disaster response organization, Red Cross staff may be asked to be on 24-hour call during major disaster periods.

Preferred qualifications

• Associate's degree preferred.
• Three years of experience supporting senior executives and board members.
• Experience working in matrixed environments is preferred.
• Advanced-level proficiency in Canva and finance systems.

Benefits

• Medical, Dental, Vision plans.
• Health Spending Accounts & Flexible Spending Accounts.
• PTO: Starting at 15 days a year; based on type of job and tenure.
• Holidays: 11 paid holidays comprised of six core holidays and five floating holidays.
• 401K with up to 6% match.
• Paid Family Leave.
• Employee Assistance.
• Disability and Insurance: Short + Long Term.
• Service Awards and recognition.