Executive Coordinator - ENDLESS HORIZONS

Job Summary: The Executive Coordinator will provide direct administrative support to Endless Horizons Corporate Executive Associate. The primary focus of the position is supporting the compliance and administrative needs of the company along with special projects. This position handles details of a highly confidential and critical nature. This position receives a moderate level of guidance and supervision.

Duties:

• Perform administrative support duties for the Corporate Executive Associate and other Executive Officers, including but not limited to drafting and typing correspondence, making copies, preparing binders, answering, and screening phone calls and directing inquiries to the proper party.
• Develop and update complex PowerPoint presentations, Excel spreadsheets, Access database and documents in support of team activities.
• Prepare meeting materials including assisting with creation of presentations, handouts, and other related materials as well as printing, binding, and collating of materials.
• Coordinate conference/meeting venue and room set-up, order catering, and make logistical arrangements.
• Maintain a presence in the office making sure guests are directed as needed.
• Order supplies and equipment and submit maintenance requests to ensure office location is a productive environment for full-time staff located at 3318 N Valley Pike location, and any remote staff that may occasionally use the office.
• Assist with creating and compiling procedural manuals to aide in staff training and clear customer communication including administrative policies.
• Assist with a complex senior executive calendar that includes scheduling meetings and travel, conference calls, video communications, trainings (off-site and/or internal), group events and booking conferences.
• Support in Compliance functions including:
  • Assist with research on projects including best practices, compliance, and legal matters
  • Filing of required licensing with regulatory agencies to include Department of Health, VPRO, SCC, among others.
  • Manage compliance calendar and functions for Endless Horizons and affiliated companies.
  • Ensure that the company complies with its outside regulatory requirements and internal policies.
  • Develop and maintain a contract management system.
• Support in Property Management functions including:
  • Collect rent, COIs, and other property fees from tenants and individual owners
  • Develop guidelines and updates to tenants with clear, concise communication. Creating a welcome packet/notebook and maintain and distribute updates.
  • Administer payment of property expenses, including utilities, taxes, mortgages, payroll, insurance premiums and maintenance costs
• Other duties as assigned.

Qualifications:

• Bachelor's Degree preferred.
• A minimum of 5 years’ experience providing executive support to a small to medium sized business in a fast-paced environment.
• Advanced proficiency in the Microsoft Office Suite with special skills in creating and maintaining Access databases, developing, and perfecting compelling PowerPoint presentations, and ability to learn and deploy software for other mission critical-business development contexts.
• Ability to operate effectively and efficiently, handling several matters simultaneously at different stages of the business life cycle with little supervision.
• Detail-oriented with the ability to manage projects from inception through execution
• Discretion regarding confidential and proprietary information, combined with poise and professionalism in all communications.
• Excellent communication skills, both verbal and written
• Eagerness to learn and ability to flourish in a dynamic, high growth, entrepreneurial environment.