Executive Assistant Coordinator

At BAC, our vision is to Reinvent Cooling to Sustain the World. To support this mission, we are seeking a highly organized and proactive Administrative Coordinator to support the Executive Administrative Assistant. This role serves as a critical extension of the Executive Office, ensuring seamless day-to-day operations, strong internal coordination, and efficient execution of administrative priorities. The ideal candidate is detail-oriented, highly responsive, and thrives in a fast-paced, high-expectation environment while maintaining strict confidentiality.

Responsibilities

• Provide day-to-day administrative support to the Executive Assistant to the CEO.
• Assist with calendar management, meeting coordination, and scheduling across time zones.
• Coordinate logistics for meetings including agendas, materials, catering, and follow-ups.
• Prepare and format presentations, reports, and internal documents (PowerPoint, Word, Excel).
• Serve as a backup point of contact when the Full-Time Executive Assistant is unavailable.
• Support execution of All Employee Meetings and other meetings as needed (logistics, materials, live support).
• Take meeting notes and track action items when required.
• Assist with drafting and distributing internal communications.
• Assist with coordination and execution of domestic and international travel logistics.
• Support visa and international travel documentation preparation, including gathering required materials, tracking deadlines, and coordinating with external visa providers.
• Assist with expense report preparation and submission.
• Maintain organized filing systems (digital and physical) for executive materials.
• Support record retention and documentation processes.
• Coordinate with internal stakeholders and external partners/vendors.
• Support internal and external event coordination.
• Support ad hoc projects and high-priority initiatives as assigned.

Requirements

• 2–5+ years of administrative, coordinator, or executive support experience.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• High attention to detail and follow-through.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams).
• Ability to handle sensitive information with discretion and professionalism.
• Proactive, adaptable, and solutions-oriented mindset.

Preferred Qualifications

• Event coordination experience.
• Experience coordinating travel logistics.
• Experience supporting senior leadership or executive-level functions.

Benefits

• Comprehensive benefits package including medical, dental, and vision.
• Paid time off.
• 401k plan.
• Employee stock ownership plan.
• Annual bonus incentive program.

Pay

$63,500 - $108,800