Executive Coordinator at AmaWaterways, LLC – Calabasas, California

At AmaWaterways, we believe meaningful careers begin with purpose, passion and a shared commitment to delivering unforgettable experiences. For those who value curiosity, connection and personal enrichment, AmaWaterways offers the opportunity to help craft meaningful river journeys that invite travelers to follow their own current. Built on a foundation of heartfelt hospitality, we treat our guests—and each other—with genuine care, warmth and respect. AmaWaterways fosters a collaborative environment both onboard our ships and across our global network of offices, where team members grow together, support one another and take pride in upholding the high standards and thoughtful service our company is known for.

We invite talented, motivated professionals to explore our career opportunities and begin their journey with AmaWaterways today.

SUMMARY The Executive Coordinator provides administrative and operational support to a group of senior leaders (up to five executives), ensuring efficient scheduling, travel coordination, and day-to-day logistical support. Reporting to the Chief People Officer, this role is responsible for managing calendars, coordinating meetings and travel, and supporting executive operations with professionalism, organization, and attention to detail. The Executive Coordinator plays an important role in helping leaders stay organized and focused on business priorities.

DUTIES AND RESPONSIBILITIES

• Manage executive calendars, schedule meetings, and coordinate internal and external appointments.

• Coordinate domestic travel arrangements including flights, hotels, ground transportation, and itineraries.

• Organize meeting logistics, including room bookings, virtual meeting setup, and material distribution.

• Support preparation of meeting agendas and assist with assembling presentation materials.

• Track basic follow-ups and action items from leadership meetings.

• Process and submit expense reports in accordance with company policy.

• Serve as a scheduling liaison between executives and internal departments.

• Maintain organized digital filing systems and documentation.

• Assist with event coordination for leadership meetings, team offsites, and company events.

• Support onboarding logistics for executive new hires.

• Handle sensitive information with discretion and professionalism.

• Provide general administrative support and special project assistance as assigned.

SUPERVISORY RESPONSIBILITIES

• This role does not have supervisory responsibilities.

QUALIFICATIONS

• Education: Bachelor’s degree preferred; equivalent experience considered.

• Experience: 2–4 years of administrative or executive support experience.

• Experience managing calendars and coordinating meetings in a professional environment.

• Strong organizational and time management skills.

• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel) and virtual meeting platforms.

• Clear written and verbal communication skills.

• Ability to prioritize tasks and manage multiple deadlines.

• Professional demeanor and strong attention to detail.

COMPETENCIES

• Organization & Detail Orientation – Maintains accuracy and structure across tasks.

• Professionalism – Interacts respectfully and professionally with leaders and colleagues.

• Reliability – Consistently delivers on commitments.

• Confidentiality – Exercises discretion when handling sensitive information.

• Adaptability – Adjusts to shifting priorities in a fast-paced environment.

• Collaboration – Works effectively across teams.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Frequently required to sit, talk, hear, and use hands and fingers.

• Occasionally required to stand or walk.

• Work is performed in a professional office environment with moderate noise levels.

• The employee may occasionally lift or move up to 10 pounds.