Position Summary

The Executive Coordinator provides high-level administrative and logistical support to the Chief Executive Officer, General Counsel/Chief Administrative Officer, and the Board of Directors. This role is central to ensuring the smooth operation of executive activities and Board functions. It requires outstanding organizational skills, sound judgment, confidentiality, and a proactive approach to problem-solving.

Acting as a key liaison between executive leadership and internal/external stakeholders—including staff, contractors, partner agencies, and community representatives—the Executive Coordinator manages sensitive information, coordinates executive schedules, and ensures preparedness for meetings and events. This position may also supervise other administrative staff.

Key focus areas: Board of Directors support and meeting minutes preparation.

Key Responsibilities

Uphold the organization’s mission, values, and confidentiality standards in all tasks and communications.

Anticipate and prioritize issues requiring executive attention, exercising independent judgment in problem-solving.

Serve as the primary point of contact for assigned executive leaders, facilitating internal and external communications and strategic relationship management.

Ensure executives are well-prepared for internal and external meetings and events.

Act as the main contact for the Board of Directors; maintain and archive Board and committee meeting materials and records.

Plan and coordinate executive, Board, and committee meetings; arrange resources; prepare and distribute materials; record and transcribe meeting minutes; and manage follow-up actions.

Oversee administrative office operations and act as site manager.

Train, supervise, and evaluate assigned administrative support staff.

Manage executive calendars and coordinate travel arrangements as needed.

Organize off-site meetings, employee events, and Board functions.

Maintain working knowledge of organizational programs, services, and strategic priorities.

Draft correspondence, reports, budgets, presentations, and other required documents.

Improve administrative processes to enhance efficiency and effectiveness.

Conduct research, gather data, and prepare reports as needed.

Assist with county, state, and federal reports and applications required by taxing, licensing, and funding agencies.

Support grant management and compliance by compiling and maintaining necessary information, including the use of electronic tools such as the Electronic Handbook (EHB).

Perform additional duties as assigned.

Minimum Qualifications

Bachelor’s degree and at least three (3) years of progressively responsible experience; or Associate degree and at least five (5) years of progressively responsible experience; or an equivalent combination of education and experience.

Proven experience providing administrative support to executives and Boards.

Experience supervising and training administrative staff.

Proficiency in Microsoft Office Suite and related applications.

Ability to transcribe accurate meeting minutes and compose professional written correspondence.

Strong verbal and written communication skills at a college level.

Experience in project management, policy development, and report preparation.

Knowledge, Skills & Abilities

Knowledge of organizational policies, procedures, and systems, particularly within healthcare administration.

Strong grasp of administrative practices, grammar, spelling, and punctuation.

Familiarity with principles of supervision and basic arithmetic for calculations and reconciliations.

Skilled in editing reports and correspondence, gathering and analyzing information, and communicating effectively with diverse stakeholders.

Ability to work independently, exercise initiative and sound decision-making, and handle sensitive and confidential information appropriately.

Physical &

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.