Administrative Coordinator

Executive Coordinator – Contract-to-Hire (Remote, US – Central/Eastern Time Zone)Location: Remote (Must reside in Central or Eastern Time Zone, U.S.)

Employment Type: Contract-to-Hire

Contract Duration: 3 Months (with strong intent to convert to Full-Time)

Travel: No travel during contract. Occasional travel (approx. 5%) after full-time conversion.

Industry: Healthcare (experience not required)

About the Role

We are seeking a highly experienced Executive Coordinator to support senior leaders (VP-level and above) in a dynamic, matrixed organization. This role is part of a lean and collaborative administrative team supporting our Central Zone leadership, including a newly appointed Zone General Manager.

This is not an entry-level role — we are looking for a senior-level administrative professional who brings experience, judgment, and the ability to operate with limited information in a fast-paced, executive environment. The role requires the ability to manage multiple leaders, communicate with confidence, and take ownership of priorities while staying flexible to the evolving needs of the team.

Key Responsibilities

• Provide daily administrative support to 4–5 executives, including Vice Presidents and the Central Zone General Manager.
• Manage complex, high-volume calendars across multiple time zones (primarily Central and Eastern).
• Schedule internal and external meetings, prioritize requests, and resolve conflicts independently.
• Coordinate occasional team offsite logistics, including venue booking, meals, and vendor coordination (small-scale events only).
• Book travel through Egencia / American Express GBT (as needed — some executives self-manage travel).
• Act as liaison between executives and internal/external stakeholders, including other admins and cross-functional leaders.
• Support ad-hoc administrative projects (e.g., invoice submissions, purchase orders via Workday, shared calendar updates).
• Provide backup coverage for other executive coordinators during PTO or peak periods.
• Proactively anticipate executive needs and bring solutions, not just questions.

QualificationsMust-Have Requirements

• Minimum 5 years’ experience supporting C-level or VP-level executives in a corporate environment.
• Proven ability to manage 4 or more senior executives simultaneously — strong multitasking skills are essential.
• Exceptional proficiency in Microsoft Outlook (calendar, email, scheduling).
• Strong verbal and written communication skills; able to represent executives professionally.
• Collaborative mindset; willing to step in, take ownership, and support broader team goals.
• Coachable and open to feedback, with a professional approach to adapting to new systems and processes.
• Ability to work with limited direction, ask the right questions, and operate independently.
• Must reside in Central or Eastern Time Zone and be authorized to work in the U.S.

Nice-to-Have (Preferred, Not Required)

• Experience supporting sales executives or account management teams.
• Prior use of Egencia / Amex GBT for corporate travel booking.
• Familiarity with Workday for invoice and purchase order submissions.
• Light experience in small-scale event or meeting planning.
• Background in healthcare or hospital systems (a bonus, but not required).

Tools You’ll Use

• Microsoft Outlook – essential for calendar and inbox management
• Microsoft Teams, Word, Excel (basic proficiency required)
• Workday – for submitting invoices and creating purchase orders
• Egencia / Amex GBT – for booking and managing travel (training available)

Work Environment & Team Structure

• Join a tight-knit admin team of 4 Executive Coordinators, each supporting different zones across the U.S.
• You will primarily support the Central Zone, reporting to a leader with 8+ years in the company and deep team knowledge.
• Expect weekly team meetings, shared responsibilities, and high collaboration across admins.
• Culture values mutual support, accountability, and professionalism.
• You’ll work closely with a newly appointed General Manager, helping them get established within the organization.

Travel Requirements

• No travel is required during the contract period.
• After conversion to full-time, occasional travel (approx. 5% annually) may be required to support regional offsites or team meetings.
• Travel expenses are reimbursed under company policy for full-time employees.
• Willingness and ability to travel occasionally is a requirement for full-time conversion.Interview Process

We take a conversational, real-world approach to interviews — no generic Q&A.

1. Initial Interview – with Hiring Manager (an experienced executive admin)
2. Second Interview – with another senior team manager
3. Final Conversation – with Hiring Manager (only for top candidate prior to offer)

Expect to discuss real experiences: how you've managed executive relationships, handled competing priorities, and navigated complex environments.

Contract-to-Hire Details

• Initial contract duration: 3 months
• Hiring Manager’s intent is to convert the right candidate early (within 2 months) if performance is strong.
• Regular check-ins and coaching will be provided.
• If it’s not a fit within the first month, the contract may be concluded — transparency and feedback are core to the process.

What Success Looks Like

• You confidently manage multiple VP-level calendars with limited oversight.
• You communicate clearly, follow through on tasks, and represent the team with professionalism.
• You proactively solve problems before they reach the executives.
• You quickly learn company-specific processes and adapt to established systems.
• You contribute to a strong, collaborative admin culture.

Important Notes

• Candidates outside of the Central or Eastern Time Zones will not be considered.
• Candidates must be willing to travel after full-time conversion — this is non-negotiable.
• The goal is a long-term hire. This is not a short-term or try-and-see role.

How to Apply

Submit your resume with a brief summary of:

• Number of executives you've supported simultaneously
• Types of executives (e.g., C-suite, VP, Sales Leaders)
• Experience coordinating travel and/or managing small offsite
• Tools you’ve used (Outlook, Workday, etc.)