Executive Coordinator

About the role

The Executive Coordinator provides strategic administrative and operational support to the Vice President for Finance and Chief Financial Officer (VPF) and Assistant Vice President, Office of Financial Strategy and Planning (AVP). Serving as a trusted partner to the VPF and AVP, the Executive Coordinator manages complex and confidential matters, anticipates needs, exercises sound judgment in a fast-paced environment with competing priorities, and ensures the effective coordination of the VPF and AVP's daily operations.

Responsibilities

• Advise and partner with the VPF and AVP on administrative and operational matters.
• Maintain clear communication regarding priorities, deadlines, and upcoming deliverables to support effective decision-making and execution.
• Manage a highly complex and dynamic calendar for the VPF, exercising sound judgment to prioritize competing demands, anticipate scheduling needs, proactively resolve conflicts, and ensure commitments align with strategic priorities and organizational objectives.
• Serve as the primary administrative liaison for the VPF, building and maintaining effective working relationships across Finance and Administration (FAD), the University, and with external partners to advance VPF priorities within a decentralized environment.
• Monitor, assess, and manage the VPF's email and correspondence, responding or redirecting communications as appropriate.
• Track action items, ensure timely follow-up and resolution, proactively remind the VPF of outstanding matters, and assist in executing next steps.
• Maintain a thorough understanding of recurring meetings, committees, and governance responsibilities, ensuring key contacts, schedules, and supporting information remain current and readily available.
• Prepare and coordinate electronic or physical briefing materials for meetings, ensuring the VPF is well informed and equipped for discussions.
• Draft correspondence, reports, presentations, and other executive communications.
• Cook up agenda planning, logistics, and materials for Financial Leadership Team meetings and other leadership meetings as assigned.
• Partner closely with the Office of Finance & Administration to support and coordinate FAD- and CADM-wide administrative, operational, human resources, communications, and organizational initiatives, including employee engagement and morale, special projects, technology implementations, and space planning and management.
• Collaborate with the Senior Communications Officer for FAD to support divisional communications and plan, coordinate, and execute FAD-wide Town Halls and other key communications initiatives.
• Lead the planning and execution of organization-wide employee engagement and recognition programs and events, including FAD Town Halls, all-staff gatherings, and other activities that foster a positive and engaged workplace culture.
• Perform additional duties and special projects as assigned to support the evolving needs of the VPF and the division.
• Occasional evening or overtime work may be required.

Qualifications

• Bachelor’s degree or related relevant experience.
• Five or more years related experience with demonstrated skills in complex office administration and planning, executive-level engagement and client service and engagement skills required.
• Bachelor’s degree preferred.
• Superior organizational skills and attention to detail.
• Excellent communication (interpersonal, oral, written) organizational, analytical and problem-solving skills.
• Prioritize multiple tasks under competing deadlines, shifting priorities and frequent interruptions.
• Build and manage robust and collegial relationships on behalf of VPF with executive level constituents.
• Initiate and manage multiple tasks under competing deadlines, shifting priorities and frequent interruptions.
• Use judgment, tact and discretion when handling complex and confidential materials and situations.
• Work independently with minimal supervision.
• Proficiency in Word, Excel, PowerPoint, SharePoint and Microsoft Outlook.