Job Description
Position Title: Executive Support & Office Coordinator
Reports To: Chief Executive Officer
Employment Type: Full-Time
Supervises: Receptionist / Front Desk Staff
Mission Statement
Goodwill Industries of Mississippi is committed to transforming lives through lifelong
learning and meaningful work. The expectation of this position is to achieve
organizational, team, and personal goals in alignment with our mission and services
offered.
Position Summary
The Executive Support & Office Coordinator provides high-level administrative support
to the Chief Executive Officer (CEO) and ensures efficient operation of the office. This
position manages executive schedules, travel arrangements, correspondence, and
meeting coordination, while also overseeing daily office operations, including
supervision of front desk staff, supply management, and vendor coordination.
The role requires professionalism, discretion, and exceptional organizational skills to
maintain a productive and welcoming work environment for staff and visitors.
Essential Duties and Responsibilities
Executive Support:
• Provide administrative support to the CEO, including managing calendars,
meetings, appointments, and correspondence.
• Coordinate travel arrangements, including flights, lodging, transportation, and
itineraries.
• Prepare and organize documents, reports, and presentation materials for
meetings.
• Assist with board and leadership meeting logistics, including agenda preparation
and minutes.
• Screen and prioritize incoming calls, emails, and requests for the CEO.
• Maintain confidentiality on all sensitive matters and organizational information.
Office Management:
• Oversee daily office operations to ensure efficiency and a professional
environment.
• Supervise front desk and reception staff, ensuring excellent customer service and
proper coverage.
• Maintain cleanliness, organization, and functionality of office spaces.
• Order and manage office supplies, breakroom inventory, and equipment
maintenance.
• Serve as primary liaison with building management and vendors for facility and
maintenance needs.
• Manage office security systems, access cards, and emergency procedures.
Administrative Coordination:
• Coordinate internal communications, announcements, and scheduling for staff
events or meetings.
• Assist in planning and executing staff functions, trainings, and celebrations.
• Maintain and update organizational contact lists, directories, and calendars.
• Support HR and Marketing departments with administrative logistics as needed.
• Ensure office policies and procedures are documented, communicated, and
followed.
Financial & Recordkeeping Support:
• Track and process expense reports, reimbursements, and invoices related to
office operations.
• Assist with budget tracking for office supplies, travel, and general administration.
• Maintain organized filing systems for contracts, correspondence, and operational
records.
Other Duties:
• Represent Goodwill Industries of Mississippi with professionalism and courtesy
at all times.
• Perform other duties as assigned.
