Executive Coordinator

AmaWaterways, LLC•Calabasas, CA

2d•Onsite

About The Position

The Executive Coordinator provides administrative and operational support to a group of senior leaders (up to five executives), ensuring efficient scheduling, travel coordination, and day-to-day logistical support. Reporting to the Chief People Officer, this role is responsible for managing calendars, coordinating meetings and travel, and supporting executive operations with professionalism, organization, and attention to detail. The Executive Coordinator plays an important role in helping leaders stay organized and focused on business priorities.

Requirements

Education: Bachelor’s degree preferred; equivalent experience considered.
Experience: 2–4 years of administrative or executive support experience.
Experience managing calendars and coordinating meetings in a professional environment.
Strong organizational and time management skills.
Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel) and virtual meeting platforms.
Clear written and verbal communication skills.
Ability to prioritize tasks and manage multiple deadlines.
Professional demeanor and strong attention to detail.

Responsibilities

Manage executive calendars, schedule meetings, and coordinate internal and external appointments.
Coordinate domestic travel arrangements including flights, hotels, ground transportation, and itineraries.
Organize meeting logistics, including room bookings, virtual meeting setup, and material distribution.
Support preparation of meeting agendas and assist with assembling presentation materials.
Track basic follow-ups and action items from leadership meetings.
Process and submit expense reports in accordance with company policy.
Serve as a scheduling liaison between executives and internal departments.
Maintain organized digital filing systems and documentation.
Assist with event coordination for leadership meetings, team offsites, and company events.
Support onboarding logistics for executive new hires.
Handle sensitive information with discretion and professionalism.
Provide general administrative support and special project assistance as assigned.