[Hiring] Executive Administrative Coordinator @Job Duck

Role Description

We are seeking a highly organized and proactive Executive Administrative Coordinator to support a senior leader by taking full ownership of daily administrative and personal coordination needs. In this role, you will serve as a trusted gatekeeper, managing calendars, triaging communications, and ensuring priorities are handled with precision and discretion. Your work will directly impact efficiency, focus, and follow-through across both professional and personal commitments. This role is ideal for someone who thrives on anticipation, enjoys problem-solving, and takes pride in keeping complex schedules running smoothly. You will work in a dynamic environment where attention to detail and adaptability make a meaningful difference every day.

• Monthly Compensation: from $1,060 USD to $1,150 USD.

Responsibilities include, but are not limited to:

• Handle personal and household administrative tasks, including scheduling dry cleaning, grocery pickups, and other errands.
• Manage firm and family travel arrangements, including flights, accommodations, car rentals, and related logistics.
• Support marketing initiatives by managing referral partner lists, coordinating mailings and launches, and arranging shipments of books, coffee mugs, and other promotional materials.
• Track marketing activities, orders, shipments, and follow-ups to ensure timely completion.
• Respond to race series communications and coordinate related orders and logistics.
• Provide comprehensive calendar management, coordinating professional, family, and personal appointments and commitments.

Requirements

• This is a full-time, dedicated Executive Assistant role.
• Time zone alignment required with EST business hours.
• English proficiency required.
• Expected call volume is approximately 10 calls per day.
• Role includes both professional and personal administrative support.
• Prior experience supporting an executive or business owner is strongly preferred.

Software and Tools

• Lawmatics for referral partner tracking.
• RingCentral for voice communications.
• Google Workspace including Gmail, Calendar, Chat, and Meet.
• Microsoft Office Suite.

Required Skills

• Minimum of 1 year of experience as an executive assistant, or in administrative support roles.
• Strong calendar management and scheduling expertise.
• Advanced email triage and professional written communication.
• Detail-oriented with exceptional organizational skills.
• Proactive mindset with the ability to anticipate needs.
• Adaptable and comfortable managing shifting priorities.
• Strong problem-solving and decision-making skills.
• Ability to act as a gatekeeper with sound judgment and discretion.
• Comfortable handling both business and personal tasks.

Work Shift

• 9:00 AM - 6:00 PM [EST][EDT] (United States of America).

Languages

• English
• Spanish