Position Summary -
The Executive Coordinator provides comprehensive, confidential support to the Chief Operating Officer (COO), ensuring the smooth management of daily operations and strategic initiatives. This role encompasses a range of responsibilities, including detailed calendar coordination, meeting preparation, administrative management, communication oversight, and assistance with special projects. The Executive Coordinator enables the COO to focus on organizational goals by expertly handling essential tasks and minimizing time spent on operational details.
Role & Responsibilities -
- Calendar & Schedule Management: Coordinate and optimize the COO's schedule by managing appointments, prioritizing time-sensitive tasks, and organizing internal and external meetings.
- Meeting Preparation & Follow-up: Prepare agendas, gather necessary documents, and manage logistics for meetings led by the COO; document key takeaways and action items, ensuring timely follow-up.
- Communication Management: Serve as the COO's primary point of contact, managing and prioritizing emails, calls, and correspondence to streamline communication flow.
- Administrative Oversight: Handle essential administrative functions such as document preparation, data entry, and maintaining organized records while ensuring confidentiality.
- Project Assistance: Support the COO with special projects, research, and data analysis, ensuring that initiatives are executed efficiently and align with organizational goals.
- Reporting & Documentation: Prepare regular reports, presentations, and documents, assisting the COO in staying informed on key metrics, project progress, and organizational updates.
- Operational Efficiency: Identify opportunities to streamline administrative processes, enabling the COO to focus on strategic priorities and high-impact activities.
Desired Skills -
- Exceptional Organizational Skills: Demonstrated ability to manage multiple priorities, maintain attention to detail, and handle complex scheduling and logistical arrangements.
- Strong Written and Verbal Communication: Skilled in drafting clear, professional correspondence and comfortable managing internal and external communications on behalf of the COO.
- High Level of Discretion and Confidentiality: Proven track record of handling sensitive information with the utmost integrity and confidentiality.
- Proficiency in Office and Productivity Software: Strong command of tools like Microsoft Office Suite and virtual meeting platforms, with the ability to quickly learn and adapt to new technology.
- Project Management Abilities: Assist with project coordination, tracking progress, and supporting the COO in overseeing and executing strategic initiatives.
- Interpersonal and Relationship-Building Skills: Skilled at building rapport with stakeholders across all levels, facilitating smooth communication, and fostering positive working relationships.
- Adaptability and Problem-Solving: Resourceful and able to anticipate needs, pivot as priorities shift, and resolve issues proactively.
- Time Management and Efficiency: Ability to manage a dynamic workload effectively, ensuring tasks are completed accurately and on schedule.
- Attention to Detail: Consistently produces high-quality work with meticulous attention to accuracy and clarity, essential for managing executive-level tasks.
- Proactive Initiative: Demonstrates a forward-thinking approach, anticipating the COO's needs and proactively addressing tasks to minimize disruptions.
Education & Experience:
- Associate's degree or higher in Business Administration, Communications, or a related field, and/or an equivalent combination of relevant experience, with 3-5 years of executive-level support.
- Ideal previous experience includes roles within destination organizations, CVBs, associations, or hospitality.
- Proven experience in project coordination and/or administrative management.
- Familiarity with CRM systems, analytics tools, or data management is a plus.
Culture Fit & Values:
As a member of the DI team, you must thrive in a remote-first work environment and be open to travel as needed for business-related events. You understand your critical role in maintaining our welcoming atmosphere while remaining authentically yourself and valuing collaboration at every level of the organization. You must be committed to continuous cultural improvement, fostering positivity, respecting and trusting others, and demonstrating a strong drive for success.
About Destinations International
As the global trade association for official destination organizations and convention and visitor bureaus (CVBs), Destinations International protects and advances the success of destination marketing worldwide. Destinations International's membership includes over 700 official destination organizations with over 7,500 individuals in over 30 countries that command over $2 billion in annual budgets. As the world's largest and most reliable resource for destination organizations, we inform, connect, inspire, and educate our members to drive destination economic impact, job creation, community sustainability, and quality of life through travel.
Our Work Environment
Destinations International is a remote-first organization headquartered in Washington, D.C. Our team collaborates through virtual and in-person meetings. We offer a comprehensive benefits package, including PTO, sick leave, paid holidays, 401K, health, dental, vision, life, AD&D, and disability insurance. We value authenticity, collaboration, and fostering a welcoming, positive culture.
