The Executive Projects and Events Coordinator serves as a key operational partner to executive leadership, keeping high-priority work moving across the organization. The role coordinates cross-functional projects, manages timelines and follow-up, prepares meeting materials and communications, and plans events from concept through completion. It also supports executive scheduling and serves as a dependable point of contact for staff, board members, vendors, partners, and community stakeholders. The position exists to improve visibility into priorities and ensure projects and events are executed smoothly and on budget.

Responsibilities

Partner closely with executive leadership to organize priorities, anticipate needs, and ensure important commitments and action items do not fall through the cracks.
Coordinate cross-functional projects by building work plans, maintaining timelines and trackers, scheduling milestones, identifying dependencies, and following up with owners.
Prepare meeting agendas, briefing materials, presentations, notes, decisions, and action-item summaries; monitor follow-through after meetings.
Draft and coordinate professional communications, reports, correspondence, talking points, and internal updates on behalf of leadership.
Plan and execute meetings, workshops, community events, partner gatherings, and special programs from initial concept through post-event follow-up.
Manage event logistics including timelines, venues, vendors, speakers, sponsors, registration, attendee communications, materials, food and beverage, technology, staffing, and run-of-show documents.
Track event and project budgets, coordinate contracts and invoices, and help ensure expenses and deliverables remain aligned with approved plans.
Serve as a dependable point of contact for staff, board or committee members, vendors, partners, and community stakeholders when assigned.
Support executive scheduling and meeting coordination when needed, including resolving conflicts, preparing leaders, and protecting time for key priorities.
Create repeatable systems, templates, and checklists that improve organization, communication, and execution.

Requirements

Three or more years of experience in project coordination, operations, event planning, executive support, program coordination, or a related role.
Demonstrated ability to manage several projects and deadlines at once while maintaining accuracy, composure, and attention to detail.
Strong written and verbal communication skills, including the ability to prepare polished emails, reports, presentations, and meeting materials.
Proven event-planning experience, including vendor coordination, budgets, registration, logistics, and day-of execution.
High level of discretion, professionalism, emotional intelligence, and sound judgment when handling sensitive information or leadership matters.
A proactive working style with strong follow-through and the ability to recognize what needs to happen next.
Comfort working across teams and interacting professionally with senior leaders, community partners, vendors, and the public.

Nice to have

Proficiency with Microsoft Office or Google Workspace; experience with project-management, event-registration, or customer relationship management tools is a plus.
Bachelor’s degree in a related field preferred; equivalent relevant experience will be considered.