[Hiring] Executive Support, Senior Coordinator @American Chemical Society

Role Description

The Executive Support, Senior Coordinator provides high-level executive coordination and administrative support to 2-4 Market Leaders, serving as a trusted partner who ensures leaders, boards, donors, and CEOs Against Cancer chapter leaders remain informed, prepared, connected, and on track. This position manages complex calendars, prepares leaders and volunteers for meetings and events, coordinates executive and constituent engagement, and ensures decisions, commitments, and follow-up actions move forward. Success in this role is reflected in organized and well-prepared leaders, consistent board and chapter support, responsive donor engagement, accurate tracking of commitments, and a high-quality experience for internal and external stakeholders.

This is a fully remote position, and candidates can be based anywhere within the West Coast, Alaska & Hawaii.

Essential Functions:

• Provides executive-level calendar and scheduling management by coordinating complex Market Leader calendars; scheduling meetings with donors, board members, corporate partners, CEOs, volunteers, staff, and Executive Assistants; resolving conflicts; confirming attendance and availability; and maintaining accurate meeting and event schedules. (20%)
• Prepares and supports leadership meetings and strategic initiatives by developing agendas, briefing materials, meeting packets, customizing presentations templates, and background resources; coordinating logistics; documenting decisions; distributing action items; and scheduling follow-up. (15%)
• Provides comprehensive board management and support by coordinating recruitment, applications, onboarding, orientations, one-on-one meetings, meeting logistics, speakers, content, invitations, RSVPs, attendance, quorum tracking, and communications. (20%)
• Prepares board meeting materials and maintains board engagement information, including welcome materials, binders, name badges, supplies, biographies, photos, agendas, packets, presentations, commitments, action items, and follow-up. (10%)
• Supports CEOs Against Cancer chapters by coordinating chapter meetings, events, networking opportunities, recruitment, onboarding, communications with CEOs and Executive Assistants, customizing presentations templates, invitations, RSVPs, logistics, member experiences, commitments, and action items. (15%)
• Supports donor management by scheduling cultivation, stewardship, and solicitation meetings; coordinating with donors, executives, volunteers, and Executive Assistants; managing invitations and changes; conducting follow-up communications; tracking commitments and next steps; and maintaining stewardship calendars. (15%)
• Supports a collaborative centralized service model by partnering with fellow Executive Support, Senior Coordinators and the broader Centralized Support Services team to provide consistent support, share best practices, assist with workload balancing, provide back-up coverage during absences and peak periods, identify process improvement opportunities, maintain accurate records, and contribute to the ongoing enhancement of executive support services and stakeholder experiences. (5%)

Qualifications

• Bachelor's degree preferred or a combination of education and relevant work experience.
• 3-5 years of experience supporting executives/senior leaders, complex administrative coordination, board support, or related experience.

Requirements

• Exceptional organization, attention to detail, follow-through, and time-management skills.
• Ability to anticipate needs, exercise sound judgment, maintain discretion, and handle confidential or sensitive information appropriately.
• Excellent written, verbal, listening, and interpersonal communication skills with a professional, customer-focused approach.
• Ability to build productive relationships and communicate effectively with senior leaders, staff, board members, volunteers, donors, CEOs, Executive Assistants, and external partners.
• Ability to manage multiple complex priorities, adapt to changing needs, resolve conflicts, and meet deadlines in a fast-paced environment.
• Strong meeting coordination, project organization, note-taking, action-item tracking, and follow-up skills.
• Ability to prepare accurate, polished agendas, briefing materials, meeting packets, presentations, communications, and records.
• Proficiency in Salesforce data entry, Microsoft Office and Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint, with the ability to learn proprietary systems and evolving workflows.
• Ability to support continuous improvement through feedback, documentation, process refinement, and consistent service delivery.

Travel Requirements

• Occasional travel may be required for critical meetings and/or events.

Physical Requirements

• Work is performed in a home office environment or in some circumstances an ACS office.

Benefits

• The starting rate is $27-$30/hour. The final candidate's relevant experience/skills will be considered before an offer is extended.
• Actual starting pay will vary based on non-discriminatory factors including, but not limited to, geographic location, experience, skills, specialty, and education.
• ACS provides staff a generous paid time off policy; medical, dental, retirement benefits, wellness programs, and professional development programs to enhance staff skills.
• Further details on our benefits can be found on our careers site at: jobs.cancer.org/benefits.

Company Description

We are a proud equal opportunity employer.