Description
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
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
Skills Required
- High school diploma or GED
- Associate degree or equivalent training and experience
- 3-5 years of experience in executive support, office management, or operations
- Experience coordinating vendors, facilities, or property maintenance
- 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
What We Do
The Arc of Carroll County is a 501(c)(3) public charity dedicated to supporting people with intellectual and developmental disabilities in their pursuit of a fulfilling life. The organization provides various services, including community employment, vocational and day services, community living and support, educational partnerships with local schools, and specialized transportation services to ensure full inclusion and participation in the community throughout their lifetimes.
