Senior Executive Administrative Coordinator in Saint Louis, Missouri at James S. McDonnell Foundation

About James S. McDonnell Foundation

The James S. McDonnell Foundation (JSMF) envisions a thriving St. Louis region where inclusive economic growth drives shared prosperity and enhances the quality of life for all. Guided by its mission to advance economic mobility for St. Louisans facing the starkest disparities, JSMF invests in four areas essential to the region's long-term success: workforce, small and mid-size businesses, wealth building, and the civic infrastructure needed to design and implement lasting economic solutions. Founded in St. Louis in 1950 by aerospace pioneer James S. McDonnell, JSMF has awarded more than $650 million in grants to date. For more information, visit jsmf.org.

Position Summary

The Senior Executive Administrative Coordinator provides administrative, logistical, and operational coordination support for the Office of the President & CEO and Foundation leadership activities. Reporting directly to the Chief of Staff within the Office of the President, this role is responsible for ensuring the flawless execution of scheduling, travel, high-profile meetings, events, and administrative workflows that collectively drive executive and organizational effectiveness.

Serving as a key operational partner to the Chief of Staff, the Senior Executive Administrative Coordinator translates executive priorities and engagement activities into seamless logistical execution.

Key Responsibilities

• Executive Scheduling & Calendar Coordination

1. Coordinate complex scheduling logistics for the President & CEO, Chief of Staff, and designated leadership activities.
2. Execute calendar changes, invitations, and scheduling requests accurately based on strategic priorities established by the Chief of Staff.
3. Coordinate internal and external meeting logistics across multiple senior participants, partner organizations, and community stakeholders.
4. Maintain comprehensive and accurate calendar data, including background details, physical locations, virtual links, and supporting agenda materials.
5. Anticipate potential scheduling conflicts proactively, resolving logistical issues before they impact leadership workflows.
6. Support the execution of recurring leadership meetings, governance sessions, and high-priority executive engagement activities.
7. Partner closely with the Chief of Staff to provide a smooth administrative bridge for stakeholder outreach.

• Meeting & Event Coordination

1. Lead logistical coordination for Board of Directors meetings, committee meetings, and external stakeholder events.
2. Compile, format, and securely distribute comprehensive meeting packets, agendas, and digital read-ahead materials as requested.
3. Coordinate room reservations, A/V setup, and catering.
4. Provide onsite logistical support and hospitality management during major executive events, ensuring a professional environment.

• Travel & Logistics Coordination

1. Coordinate travel arrangements for executive leadership and staff, including flights, ground transportation, lodging accommodations, and complex itineraries.
2. Prepare detailed travel binders, digital itineraries, and logistical briefing materials for all offsite engagements.
3. Manage travel-related adjustments dynamically, providing contingency planning and rapid resolution for delayed or altered schedules.
4. Process post-travel documentation, expense reports, and reimbursement support in compliance with Foundation policies.
5. Maintain seamless communication and coordination with external event hosts, venues, and visiting guests.

• Other Duties As Assigned

Qualifications and Skills

• Significant administrative coordination, operations, or executive support experience within complex organizational environments.
• Proven track record of managing multiple moving priorities and intricate logistical details simultaneously with high precision.
• 7+ years of direct experience supporting senior executives, multi-member leadership teams, or governing boards.
• Prior experience within a foundation, nonprofit, higher education, healthcare, or mission-driven community development environment (preferred)
• Proficiency with Microsoft 365 and familiarity with advanced scheduling platforms, CRM software, project management tools, and collaborative suites.

JSMF offers a competitive compensation package commensurate with experience, including:

• Salary range: $65,000 - $85,000 annually, depending on qualifications and experience
• Comprehensive health, dental, and vision benefits for employees and family
• Generous 401(k) retirement with employer match
• Paid time off and holiday schedule
• Paid parental leave