Executive Administrative Coordinator

Ensuring Organizational Alignment at the Highest LevelsTake a glimpse into why CW might be the right place for you: https://tinyurl.com/9yc7h8umLocation: New Britain, CT.Shift: 8:00am to 4:30pm.The Executive Administrative Coordinator will provide critical support to the President & CEO, senior leadership, and the Board of Directors, ensuring effective and streamlined administrative operations. What You’ll Do:Executive Support:Provide high-level administrative support to the CEO, including visitor hosting, report preparation, correspondence, and meeting coordination.Support senior leaders as needed and obtain executive signatures on required documents.Manage the Corporate Calendar of Events, Meetings, and Visits to ensure organizational alignment.Oversee corporate travel arrangements and provide travel-related support for executives and staffBoard & Governance Support:Assist the President & CEO in supporting three Boards of Directors and all related committees.Maintain and update the board document repository to ensure accuracy and accessibility.Record minutes for approximately five evening board meetings annually, plus any special meetings.Schedule board and select committee meetings, including logistics and communication.Prepare and compile the monthly President’s Report for board distribution.Support planning and execution of the Annual Board Retreat (spring) and Annual Meeting (fall).Coordinate board-related logistics such as event space, catering, and meeting materials.Greet visitors on behalf of the President & CEO and provide board information as needed.Communications & Marketing Support:Assist the Corporate Communications team with newsletter development and distribution.Format, print, and prepare marketing materials.Support social media and other communication initiatives when requested.Facilities Coordination:Coordinate facility service visits (e.g., Climatech, elevator maintenance, sprinkler systems, track services) and submit tickets to the facilities team.Communicate facility updates to the Communications Department.Maintain the boardroom and Blue Room, ensuring they are stocked and prepared for meetings.Administrative Operations:Perform notary duties in accordance with organizational requirements.Order and maintain office supplies, including paper, business cards, envelopes, and general materials.Assist with onboarding new employees by preparing supplies and supporting HR requests.Provide support for postage machine operations and mailing needs.Business Development Support:Prepare presentations and materials for business development initiatives.Assist with customer and client outreach, including follow-up communication and scheduling.Conduct research to support business development strategies and respond to incoming leads.What You’ll Need to be Successful:High school diploma or equivalent is required for this role.3–5 years of administrative experience.At least 2 years providing executive-level administrative support, including direct support to senior leadership and Boards of Directors.·Experience working in a large organization (1,000 employees).Experience supporting communications, newsletters, or social media.Ability to maintain strict confidentiality with sensitive and high-profile information.Advanced proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Teams, and SharePoint.Ability to work independently and thrive in a fast-paced environment.Valid driver’s license and ability to travel locally.Bonus If You Have These Skills:Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field.Notary Public commission or willingness to obtain one shortly after hire.Knowledge of basic budgeting, procurement, and expense-tracking procedures.Strong written and verbal communication skills, including document and presentation formatting.Exceptional organizational and time management abilities.Strong interpersonal skills and the ability to work effectively with executives, board members, staff, and external partners.Analytical and problem-solving skills with the ability to anticipate needsProfessional, polished demeanor with a customer service mindset.Familiarity with CRM systems such as Salesforce.Why You'll Love This Job:You’ll be a part of a mission-driven team that values your hard work and helps you grow. Access to an Employee Wellness Coordinator and robust wellness program that support your health and work-life balance.Opportunities for advancement—grow your career with us!Explore Our Generous Benefits Package:Employer Sponsored Benefits Includes: Insurance - Medical, Dental, Vision.Telemedicine.Retirement Plan & Match Options.Disability Plans.Life Insurance – Accidental Death & Dismemberment and Group Term Life.Paid Holidays, Vacation and Sick time.Voluntary Benefits Offered Includes: Hospital Indemnity, Accident, Critical Illness & Voluntary Life.Physical & Environmental Demands:Environment: This position is primarily based in an on-site, professional office environment. The workspace is climate-controlled, well-lit, and furnished with standard office equipment. Occasional movement between various office areas, meeting rooms, or adjacent facilities may be required. Physical Activity: The role involves sitting for extended periods to perform desk-based tasks such as typing, reviewing documents, and using a computer. There will also be occasional standing, walking, bending, and reaching required to retrieve files, operate office equipment, or move between workstations. Lifting and Carrying: The position may require lifting or carrying office supplies, file boxes, or packages weighing up to 20–25 pounds. When necessary, assistance or proper lifting techniques should be employed. Manual Dexterity and Visual Acuity: The position requires frequent use of hands and fingers for typing, data entry, filing, and operation of standard office equipment. The ability to read and interpret printed and digital materials—including emails, spreadsheets, and reports—is essential, with normal or corrected vision. Noise Level: The office environment typically has a low to moderate noise level, consistent with most office settings. There may be occasional increases in noise during meetings or high-volume work periods. Office Equipment Use: Regular use of computers, telephones, copiers, scanners, and printers is necessary. The position may involve troubleshooting or coordinating with technical support to resolve equipment-related issues. Multitasking and Mental Focus: The role requires sustained concentration and the ability to manage multiple tasks or interruptions efficiently without sacrificing accuracy or attention to detail. Work Hours and Flexibility: Standard business hours are typically followed; however, flexibility may be required, including occasional extended hours to meet deadlines or assist with special projects. Travel: This position may require national travel, up to 20%, including regular site visits, overnight stays, and coordination with multiple government and commercial locations. Reasonable accommodations can be provided. CW’s Core Values: Mission Driven, Teamwork Makes Ss Stronger, & Everyone Brings Value!We welcome all individuals to apply for this position. At CW, we are committed to maintaining a respectful and supportive work environment where all employees are valued for their contributions. All applicants will be given equal consideration for employment based on their experience and qualifications, while ensuring compliance with all applicable laws and regulations regarding discrimination.Company Overview: CW Group, is a national non-profit organization that has been delivering mission-driven, high-quality services for more than 60 years. We are committed to fostering a supportive and respectful workplace where every employee is valued for their unique contributions. We’re proud to offer a wide range of services, from vocational rehabilitation programs to delivering healthy food options through the Meals on Wheels program. Our dedication to empowering individuals and strengthening communities drives everything we do, and we continue to work toward a brighter, more welcoming future for all. Pay Transparency Disclaimer: CW Group, Inc. Entities and Affiliates are committed to pay transparency and fairness. Salary ranges provided reflect the expected compensation based on experience, education, skills, qualifications, location and other relevant job-related factors, and may include additional components such as incentive compensation and benefits. Final compensation will be determined in accordance with applicable laws and business needs (such as contractual obligations). Copy and paste the link below into your web browser to view the posters pertaining to:Notification of Employee Rights Under Federal Labor Laws posters: https://www.dol.gov/agencies/olms/poster/labor-rights-federal-contractors.CW’s Self - Disclosure Form: https://forms.office.com/pages/responsepage.aspx?id=zZj4MtUu00iOjM5NS60vhGhCUZaiq9RLhDLFapc8phdUQzRDRTlPUDNINzI3QTNUNEJONlZDSTZSMC4u&route=shorturl.Please E-mail: hrhelp@cwresources.org to submit a request for accommodation with the application process.

Salary : $32