About this position

Executive Coordinator

Location: Houston, TX
Schedule: Full-Time, In-Office
Reports To: [Executive title or Executive Team]

Position Summary

The Executive Coordinator provides administrative and coordination support to executive leadership, assisting with calendar management, meetings, interviews, documentation, and communications. This position is fully in-office and regularly handles sensitive and confidential information, requiring professionalism, discretion, and strong organizational skills to support smooth executive operations.

Key Responsibilities

Calendar & Meeting Coordination

Coordinate and schedule executive meetings, interviews, and appointments
Manage meeting logistics, including conference rooms, virtual links, and materials
Assist with interview coordination, including candidate scheduling and communications
Track meeting follow-ups, action items, and scheduling changes

Communication & Coordination

Support internal and external communications on behalf of executive leadership
Route requests, correspondence, and scheduling needs appropriately
Maintain professional interactions with employees, candidates, and external contacts

Document & Information Management

Prepare, format, and distribute documents, agendas, presentations, and reports as directed
Maintain organized digital and physical filing systems
Ensure accuracy and version control of executive materials

Administrative & Project Support

Provide general administrative support to executive leadership
Assist with tracking tasks, deadlines, and deliverables as assigned
Support coordination of executive initiatives without direct ownership

Confidentiality & Professionalism

Handle sensitive executive, personnel, and business information with discretion
Maintain confidentiality in meetings, interviews, and communications at all times

Required Qualifications

Experience in an administrative, coordinator, or executive support role
Strong organizational and time-management skills
Professional written and verbal communication abilities
High attention to detail and reliability
Ability to manage multiple priorities in a fast-paced office environment
Demonstrated discretion when handling confidential information

Preferred Qualifications (if applicable)

Experience supporting executive or senior leadership
Experience coordinating interviews or hiring-related activities
Proficiency with calendar management tools and office software

Key Competencies

Organization and follow-through
Professional judgment
Clear communication
Adaptability
Discretion and trustworthiness

Work Environment

Full-time, in-office position based in Houston, TX
Regular interaction with executive leadership and interview candidates