Executive Office Coordinator in Westminster, Maryland at THE ARC CARROLL COUNTY INC

Position Summary

The Executive Office Coordinator provides high-level administrative and operational support to the Chief Executive Officer (CEO) and Executive Leadership team while overseeing administrative office operations and coordinating facilities-related needs across the organization. This role includes managing vendor relationships and ensuring timely response to maintenance needs for both administrative offices and residential homes. The position requires strong organizational skills, sound judgment, and the ability to coordinate across departments in a mission-driven environment.

Key Responsibilities

Executive Support

• Manage CEO’s calendar, meetings, and priorities
• Prepare reports, correspondence, and presentations
• Serve as liaison with internal and external stakeholders
• Track organizational priorities and follow up on key initiatives

Board & Governance Support

• Coordinate Board and committee meetings (agendas, materials, minutes)
• Maintain corporate records and governance documentation
• Support board member onboarding and engagement

Office & Administrative Management

• Oversee daily operations of the administrative office
• Develop and maintain systems, workflows, and procedures
• Supervise Maintenance

Facilities & Vendor Management

• Conduct daily walkthroughs of facilities to identify repair, safety, and upkeep needs.
• Manage and serve as primary point of contact for office and residential property vendors (maintenance, landscaping, cleaning, repairs, etc.)
• Coordinate and track routine and emergency maintenance requests for administrative and residential sites
• Work closely with Residential and Program leadership to ensure timely resolution of facility issues
• Assist in obtaining quotes, coordinating services, and monitoring vendor performance
• Conduct periodic check-ins or audits of office and residential environments for safety, cleanliness, and upkeep
• Ensure compliance with applicable safety standards and organizational expectations

Project & Organizational Coordination

• Support Development team as well as cross-functional projects and agency initiatives
• Assist with planning leadership meetings, training, and events
• Help track progress on strategic goals

Confidentiality & Compliance

• Handle sensitive information with discretion
• Maintain organized and secure records
• Support compliance with policies and regulatory requirements

Qualifications

Education & Experience

• High School Diploma or GED required. AA degree preferred or equivalent training and experience
• 3–5 years in executive support, office management, or operations
• Experience coordinating vendors, facilities, or property maintenance preferred

Skills & Competencies

• Strong organizational and multitasking abilities
• Ability to manage vendors and follow through on service delivery
• Excellent communication and problem-solving skills
• High level of discretion and professionalism
• Proficiency in Microsoft Office