Executive Office Coordinator

Our firm is representing a major global organization headquartered in Tampa, FL. We are seeking a highly organized, proactive, and service-oriented Executive Office Coordinator to support the daily operations of our local headquarters and ensure the seamless execution of activities connected to the CEO's Office. This role owns front-of-house operations, executive meeting logistics, and serves as a critical partner to the Executive Assistant, ensuring operational excellence across executive support, office management, and VIP relations. This is a high-touch, high-visibility role ideal for a true doer who thrives in a fast-paced environment and brings structure and calm to a dynamic executive office.

KEY RESPONSIBILITIES

Executive and Leadership Support Reconcile and submit monthly expense reports for top-tier leadership. Coordinate global shipping and mailing needs for the executive team. Oversee executive signature requests in direct partnership with the Legal department. Maintain up-to-date executive and board profiles and preferences documentation. Draft template travel itineraries in preparation for major global travel engagements and events. Partner closely with the Executive Assistant to deliver executive office operations including scheduling, calendaring, and global travel logistics. Coordinate with Merchandise teams on executive attire, gifts, and other needs. Headquarters Meetings and Guest Administration Lead the planning and execution for all local CEO and CBO meetings. Coordinate catering, room setup, supplies, and technology readiness for high-level meetings. Manage local off-site event logistics, including dinner reservations and venue coordination. Manage guest access badges and building access requests. Partner with the Executive Assistant to implement overall VIP Guest Administration. Headquarters Office and Front Reception Serve as the primary front-office representative for the corporate headquarters. Manage front-of-house arrivals and greet visitors with professionalism and warmth. Receive, sort, and distribute incoming mail and packages daily. Maintain office tidiness, organization, and a full inventory of office and kitchen supplies. Track related spending and process vendor invoices with Accounts Payable. Draft and implement office-related administrative processes to improve daily operations.

EXPERIENCE AND QUALIFICATIONS

Professional Background:

5 to 7 years of experience providing administrative support to senior executives.

Operations Management:

Proven experience coordinating daily corporate office operations and functions.

Technical Literacy:

Proficiency in the Microsoft Office Suite and collaboration tools (e.g., Teams, Outlook). Experience with expense management systems is a plus.

Innovation:

Champions the use of new technology and AI tools to drive efficiency and improve executive office operations.

Skill Set:

Exceptional organizational, time management, multitasking, and problem-solving skills with an ability to anticipate needs in a fast-paced environment.

Discretion:

Maintains a high degree of discretion, professionalism, and the ability to operate with confidence in a high-visibility environment.

Cultural Awareness:

High level of cultural awareness and adaptability to work across diverse geographies and time zones.

WHY APPLY?

Professional Exposure:

This role offers direct exposure to executive decision-making and growth within the executive operations function.

Dynamic Impact:

Serve as a vital operational partner helping run a fast-paced, world-renowned corporate headquarters.

Collaborative Growth:

Work in a high-visibility position where your structure and calm approach are valued and rewarded.

Compensation / Pay

Rate (Up to): $50,000.00 - $60,000.00