Executive Coordinator at GIRL SCOUTS HEART OF THE HUDSON INC – Eastchester, New York

POSITION SUMMARY:
The Executive Coordinator provides high-level administrative and operational support to senior leadership. This role is responsible for managing priorities, coordinating projects and communication, and exercising independent judgment in handling competing demands while remaining aligned with organizational priorities. The position requires strong organizational skills, discretion, and the ability to make informed decisions to support leadership effectiveness. This is a hybrid position supporting leadership across the Girl Scout Heart of the Hudson footprint.

KEY RESPONSIBILITIES
• Anticipate leadership needs and proactively prioritize upcoming tasks, deadlines, and deliverables
• Review account data and monitor overall costs, identifying discrepancies and escalating or addressing issues as appropriate
• Maintain, update, and analyze complex spreadsheets to support leadership visibility and reporting needs
• Prepare and coordinate meeting agendas, materials, and summaries for leadership and board meetings
• Independently track and manage action items from senior leadership meetings, ensuring timely completion and clear communication
• Communicate regularly with senior management regarding priorities, outstanding tasks, and recommended next steps
• Serve as a liaison between internal teams and external partners to coordinate ongoing work, contracts, and vendor-related costs
• Independently prioritize and manage competing requests from senior leadership, determining appropriate sequencing and escalation when needed
• Interpret and translate requests from the CEO and C-suite into coordinated actions, making decisions on task delegation and follow-up
• Develop and manage agendas, staff assignments, board materials, and meeting templates for Board and executive-level meetings
• Monitor alignment across departments, identify gaps or risks, and recommend adjustments to leadership as needed
• Review workflows, data, and priorities to make recommendations that improve coordination and operational efficiency
• Identify process gaps and independently implement improvements to enhance organizational effectiveness
• Maintain a high level of discretion and confidentiality in handling sensitive information

QUALIFICATIONS
• 3–5 years of administrative, executive support, or coordination experience
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities and exercise independent judgment
• Experience working with data, spreadsheets, and tracking tools
• Professional, reliable, and able to manage confidential information with discretion
• Valid driver’s license required for short notice travel between sites as part of job duties

PHYSICAL DEMANDS AND WORK ENVIRONEMENT
• Prolonged periods of sitting at desk and working on computer
• Frequent use of computer and standard office technology, which includes typing, use of mouse and/or alternative input methods
• Ability to communicate effectively, including speaking and listening in person, via telephone and through virtual platforms
• Occasional standing, walking bending and reaching
• Ability to lift and carry materials (typically 20-25 lbs.), such as documents, laptops, and office supplies
• Visual ability to read and analyze information on a computer screen and printed materials
• Ability to manage multiple tasks, maintain focus and respond to frequent interruptions
• Occasional travel may be required for meetings, events, or leadership support activities
• Work involves fast paced environment with competing priorities and deadlines