Executive Support Coordinator

Job Posting: Executive Support Coordinator

Lakewood University

Department: Executive Administration Position Type: Full-Time Work Arrangement: In Person, Remote, or Hybrid Reports To: University President Salary Range: $55,000–$60,000 annually, depending on experience and education

About Lakewood University

Lakewood University is committed to improving the quality of life of our students by providing excellent, affordable, and in-demand educational programs through distance learning. Our work is guided by the values of Integrity, Caring, Responsibility, Respect, and Quality.

We strive to foster a collaborative, professional, and student-centered environment in which effective leadership, thoughtful communication, and strong administrative support help advance the University's mission and strategic priorities.

Position Summary

Lakewood University is seeking a highly organized, proactive, and professional Executive Support Coordinator to provide executive administrative support to the University President and Vice Presidents. This position plays an important role in supporting executive leadership by managing communications, coordinating schedules and meetings, organizing important events, tracking priorities, and facilitating effective communication across the University.

The Executive Support Coordinator will serve as a trusted administrative partner to university leadership, exercising sound judgment, maintaining confidentiality, and representing the University with professionalism in written and verbal communications. Responsibilities include responding to emails and other correspondence on behalf of the President and Vice Presidents, coordinating complex calendars, preparing meeting materials, tracking follow-up items, and assisting with special projects and institutional initiatives.

The ideal candidate has prior experience as an executive assistant or in a comparable executive administrative role, excellent written and verbal communication skills, exceptional attention to detail, and the ability to manage competing priorities in a fast-paced environment. Project management experience and education or training in project management are preferred.

Essential Responsibilities

Executive Administrative Support

• Provide high-level administrative support to the University President and Vice Presidents.
• Manage, organize, and prioritize executive calendars, appointments, meetings, and commitments.
• Coordinate scheduling across multiple executives, departments, and external stakeholders.
• Prepare agendas, meeting materials, briefing documents, presentations, reports, and correspondence as requested.
• Anticipate executive needs, identify scheduling conflicts, and recommend solutions to support effective use of leadership time.
• Monitor important deadlines, commitments, and follow-up items to ensure timely completion.
• Assist with daily administrative operations and special assignments as directed by the President.
• Maintain organized electronic files, records, and administrative resources.

Executive Communications and Correspondence

• Monitor, organize, prioritize, and respond to emails and other correspondence on behalf of the University President and Vice Presidents, as authorized.
• Draft, edit, and proofread professional communications, including emails, memoranda, announcements, letters, and executive updates.
• Ensure communications are accurate, clear, timely, and consistent with the University's professional standards and leadership direction.
• Identify urgent, sensitive, or high-priority communications and bring them to the appropriate executive's attention.
• Coordinate responses and gather information from departments when input is needed before a communication can be completed.
• Maintain appropriate discretion when handling confidential, sensitive, or executive-level correspondence.
• Serve as a professional point of contact for internal and external stakeholders communicating with university leadership.
• Follow up on outstanding communications and requests to support timely responses and effective coordination.

Meeting and Event Coordination

• Coordinate meetings involving the President, Vice Presidents, university personnel, external partners, and other stakeholders.
• Manage invitations, scheduling, meeting links or locations, materials, agendas, and logistical arrangements.
• Coordinate important university events, executive meetings, planning sessions, and special engagements.
• Confirm participant availability and communicate schedule changes promptly.
• Prepare and distribute meeting agendas and supporting materials in advance.
• Record meeting notes or action items when requested and distribute them to appropriate participants.
• Track decisions, assignments, deadlines, and follow-up responsibilities to support accountability.
• Assist with event planning, including coordination with departments, vendors, speakers, and external participants as needed.

Project Coordination and Management Support

• Assist the President and Vice Presidents with special projects, strategic initiatives, and cross-departmental assignments.
• Develop and maintain project schedules, task lists, timelines, status reports, and tracking tools.
• Monitor progress against deadlines and communicate upcoming milestones, outstanding tasks, and potential delays.
• Coordinate information and deliverables among departments to support project completion.
• Help organize project meetings, document decisions, and track action items through completion.
• Identify administrative barriers, scheduling challenges, or coordination gaps and recommend practical solutions.
• Support the preparation of presentations, reports, and other materials used to communicate project progress.
• Maintain organized project documentation and ensure relevant information is accessible to authorized stakeholders.

Leadership and Cross-Departmental Coordination

• Serve as a liaison between executive leadership and university departments, employees, external partners, and other stakeholders.
• Route requests to the appropriate executive or department and monitor follow-up as appropriate.
• Help ensure that executive priorities, deadlines, and requests are communicated clearly.
• Coordinate information gathering and document preparation for leadership discussions and institutional initiatives.
• Support consistent communication and collaboration across departments.
• Exercise professionalism and sound judgment when handling competing requests, sensitive matters, and changing priorities.
• Represent the President and Vice Presidents appropriately in routine administrative interactions, while referring substantive decisions to the appropriate leader.

Confidentiality and Professional Judgment

• Maintain strict confidentiality regarding executive communications, personnel matters, institutional planning, and other sensitive information.
• Handle confidential documents, records, and correspondence with appropriate care.
• Exercise discretion when determining which matters require immediate executive attention.
• Understand the importance of accurate information, appropriate authorization, and professional boundaries when communicating on behalf of university leadership.
• Follow university policies, procedures, information-security requirements, and records-management practices.

Continuous Improvement and Additional Support

• Identify opportunities to improve executive administrative processes, scheduling practices, communication workflows, and project tracking.
• Recommend tools, templates, and organizational practices that improve efficiency and consistency.
• Maintain proficiency with relevant office software, collaboration platforms, calendar systems, and project management tools.
• Participate in meetings, training, and professional development activities as appropriate.
• Perform other related duties as assigned by the University President.

Required Qualifications

• Demonstrated experience working as an executive assistant, senior administrative assistant, executive coordinator, or in a comparable role supporting senior leadership.
• Excellent written and verbal communication skills, including professional email drafting, editing, and proofreading.
• Strong organizational skills and exceptional attention to detail.
• Demonstrated ability to manage multiple calendars, coordinate complex schedules, and prioritize competing demands.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong interpersonal skills and the ability to communicate professionally with employees, executives, external partners, and other stakeholders.
• Ability to anticipate needs, take initiative, solve problems, and work independently with appropriate direction.
• Strong follow-through and the ability to track assignments, deadlines, and outstanding requests.
• Proficiency with standard office productivity tools, including email, calendars, word processing, spreadsheets, presentations, and virtual meeting platforms.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.

Preferred Qualifications

• Bachelor's degree in business administration, management, communications, project management, or a related field, or equivalent relevant education and experience.
• Project management education, training, or certification.
• Prior experience coordinating projects, institutional initiatives, or cross-functional assignments.
• Experience supporting a president, vice president, executive director, or other senior leader.
• Familiarity with project management platforms, task-tracking systems, and collaborative work management tools.
• Experience in higher education, nonprofit organizations, or a similarly complex administrative environment.
• Experience preparing executive reports, presentations, meeting materials, and leadership communications.

Key Competencies

Executive-Level Communication: Communicates clearly, tactfully, and professionally on behalf of university leadership.

Organization and Prioritization: Manages competing priorities, complex schedules, deadlines, and follow-up items effectively.

Confidentiality and Discretion: Handles sensitive information responsibly and exercises sound professional judgment.

Initiative and Anticipation: Identifies needs before they become problems and takes appropriate action without unnecessary prompting.

Project Coordination: Tracks assignments, timelines, deliverables, and dependencies to support timely completion.

Attention to Detail: Ensures correspondence, schedules, meeting materials, and records are accurate and complete.

Relationship Management: Builds positive working relationships across departments and with external stakeholders.

Adaptability: Responds constructively to changing priorities and shifting executive needs.

Accountability: Follows through on commitments and keeps leadership informed of progress, outstanding items, and potential concerns.

Measures of Success

Performance may be evaluated through:

• Accuracy, professionalism, and timeliness of executive communications.
• Effective management of executive calendars and scheduling commitments.
• Preparedness and coordination of meetings and important events.
• Timely tracking and follow-through on executive assignments and action items.
• Organization and reliability of administrative records and project documentation.
• Responsiveness to internal and external stakeholders.
• Appropriate handling of confidential information.
• Effectiveness in coordinating projects and supporting institutional priorities.
• Identification and implementation of opportunities to improve administrative efficiency.

Compensation

The anticipated annual salary range for this full-time position is $55,000–$60,000, depending on the candidate's relevant experience, education, project management background, and demonstrated qualifications.

Mission and Values Alignment

The Executive Support Coordinator is expected to support Lakewood University's mission and demonstrate its core values:

• Integrity: Communicate honestly and handle information responsibly.
• Caring: Support colleagues and stakeholders with professionalism and respect.
• Responsibility: Follow through on commitments and manage priorities reliably.
• Respect: Treat all individuals with dignity and professionalism.
• Quality: Maintain high standards in communication, organization, and executive support.

Equal Employment Opportunity

Lakewood University is an equal opportunity employer committed to providing a workplace free from unlawful discrimination. Employment decisions are made in accordance with applicable law and university policy.

Additional Information

This job description describes the general nature and level of work expected of the position and is not intended to be an exhaustive list of all responsibilities. Duties may evolve based on university needs. The Executive Support Coordinator is expected to exercise sound judgment, maintain confidentiality, and perform responsibilities in accordance with university policies and the direction of the University President.