What does a Coordinator/Executive Assistant do?

Executive coordinators function as an executive or administrative assistant but with a higher level of responsibilities. Generally, the coordinators manage the office and other employees in the organization. They guide visitors, answer and route calls, and field interdepartmental communications. In most instances, they act as an intermediary between clients and executives and other employees. An executive coordinator needs to have good leadership qualities, knowledge of technology, communication skills, and skills in event planning and project management.
Coordinator/executive assistant responsibilities
Here are examples of responsibilities from real coordinator/executive assistant resumes:
- Design PowerPoint presentations, manage complex calendars, prepare and process global travel reservations and expenses.
- Monitor emails and confidential correspondence, complete and submit expense reports, manage departmental projects and create PowerPoint presentations.
- Provide proofreading, word processing, and graphics support, as needed.
- Process required documents through payroll and insurance providers to ensure accurate record keeping and proper deductions.
- Coordinate with payroll regarding contract employee deductions and ensure that information are reflected in the appropriate pay period
- Monitor emails and confidential correspondence, complete and submit expense reports, manage departmental projects and create PowerPoint presentations.
- Maintain strong social media branding on Facebook, twitter, and YouTube, adhering to company copy.
- Assist in writing the initial LLC contract and physical set up of the main office.
- Create official Facebook corporate page streamlining customer access, and facilitating improve client interaction.
- Shop for groceries for everyday use and for special events.
- Implement proper control processes for all revenue contracts within PeopleSoft.
- Perform all accounting responsibilities for three LLC companies including maintaining operating accounts.
- Compose and file memoranda of law, assist in trial preparation and execute criminal subpoenas.
- Support Humana's market position by using strategic negotiation and relationship building in working with physicians, hospitals and ancillary providers.
Coordinator/executive assistant skills and personality traits
We calculated that 11% of Coordinator/Executive Assistants are proficient in Data Entry, PowerPoint, and Financial Reports. They’re also known for soft skills such as Interpersonal skills, Organizational skills, and Writing skills.
We break down the percentage of Coordinator/Executive Assistants that have these skills listed on their resume here:
- Data Entry, 11%
Performed all data entry into admissions database for prospective and current undergraduate and graduate students.
- PowerPoint, 10%
Prepare agendas, analyze various Executive level reports and roll up data and information into PowerPoint presentations for Executive staff activities.
- Financial Reports, 7%
Calendar Management / Financial Reports /Document Review & Electronic Filing / Recording Minutes / Stakeholder Communications / Training Material Implementation
- Payroll, 6%
Coordinated with payroll regarding contract employee deductions and ensured that information was reflected in the appropriate pay period
- Calendar Management, 5%
Coordinated overall administrative activities including purchasing of office supplies, processing expenses, financial record keeping, and executive calendar management.
- Meeting Minutes, 4%
Facilitated cohesive communication by transcribing and publishing succinct and concise meeting minutes for the Y2K Contingency Planning Committee.
Most coordinator/executive assistants use their skills in "data entry," "powerpoint," and "financial reports" to do their jobs. You can find more detail on essential coordinator/executive assistant responsibilities here:
Interpersonal skills. The most essential soft skill for a coordinator/executive assistant to carry out their responsibilities is interpersonal skills. This skill is important for the role because "secretaries and administrative assistants interact with clients, customers, or staff." Additionally, a coordinator/executive assistant resume shows how their duties depend on interpersonal skills: "possess and effectively utilize excellent interpersonal skills. "
Organizational skills. Another essential skill to perform coordinator/executive assistant duties is organizational skills. Coordinator/executive assistants responsibilities require that "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." Coordinator/executive assistants also use organizational skills in their role according to a real resume snippet: "coordinate service award program, support/distribution of corporate payroll, maintain organizational charts and job descriptions, conduct verifications of employment. "
Writing skills. coordinator/executive assistants are also known for writing skills, which are critical to their duties. You can see how this skill relates to coordinator/executive assistant responsibilities, because "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." A coordinator/executive assistant resume example shows how writing skills is used in the workplace: "assisted executive director with various administrative tasks, including event planning and grant writing. "
The three companies that hire the most coordinator/executive assistants are:
- BankFinancial2 coordinator/executive assistants jobs
- KVH Industries
2 coordinator/executive assistants jobs
- Carson Tahoe Health
2 coordinator/executive assistants jobs
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Coordinator/executive assistant vs. Assistant to vice president
An assistant to the vice president (VP) is an individual who acts as executive-level administrative support to an organization's vice president to oversee projects. Assistants to the vice president must help organize and manage managers' activities and clarify the strategies and business plans of the organization to them. They review the business activity and sales report from the organization's different departments and summarize the executives' information. Employers would also prefer their assistants to the vice president to hold a bachelor's or master's degree.
There are some key differences in the responsibilities of each position. For example, coordinator/executive assistant responsibilities require skills like "data entry," "executive support," "background checks," and "meeting agendas." Meanwhile a typical assistant to vice president has skills in areas such as "travel arrangements," "expense reports," "avp," and "sales reports." This difference in skills reveals the differences in what each career does.
Assistants to vice president tend to make the most money working in the media industry, where they earn an average salary of $128,662. In contrast, coordinator/executive assistants make the biggest average salary, $84,175, in the finance industry.assistants to vice president tend to reach similar levels of education than coordinator/executive assistants. In fact, assistants to vice president are 2.9% more likely to graduate with a Master's Degree and 0.9% more likely to have a Doctoral Degree.Coordinator/executive assistant vs. Senior administrative coordinator
A senior administrative coordinator is primarily in charge of overseeing all administrative operations within a company or an organization. Their responsibilities typically revolve around assessing the performance of junior staff and assisting them when necessary, reporting to supervisors or directors, and devising strategies on how to improve the line of communication among all departments. Moreover, a senior administrative coordinator may perform clerical tasks such as preparing progress reports, managing schedules, and maintaining records of all transactions. As a senior, it is also vital to implement the company's policies and regulations, recommending new ones if deemed necessary.
Each career also uses different skills, according to real coordinator/executive assistant resumes. While coordinator/executive assistant responsibilities can utilize skills like "financial reports," "purchase orders," "human resources," and "press releases," senior administrative coordinators use skills like "customer service," "patients," "hr," and "coordinators."
Senior administrative coordinators earn similar levels of education than coordinator/executive assistants in general. They're 4.2% more likely to graduate with a Master's Degree and 0.9% more likely to earn a Doctoral Degree.Coordinator/executive assistant vs. Administrative coordinator
An Administrative Coordinator oversees the line of communication and schedules within a company, ensuring that every necessary information is delivered and conveyed. An administrative coordinator's responsibilities include responding to inquiries and requests from workforce personnel or client, managing calls and correspondence, maintaining and rotating various forms of documentation, and designing or improving systems that would help the company's operating procedures. Furthermore, it is also essential for an Administrative Coordinator to evaluate the methods and progress, continuity of workflow, and resolve issues as needed within the company.
There are many key differences between these two careers, including some of the skills required to perform responsibilities within each role. For example, a coordinator/executive assistant is likely to be skilled in "press releases," "real estate," "executive support," and "business development," while a typical administrative coordinator is skilled in "customer service," "patients," "office procedures," and "travel arrangements."
Administrative coordinators make a very good living in the government industry with an average annual salary of $43,324. On the other hand, coordinator/executive assistants are paid the highest salary in the finance industry, with average annual pay of $84,175.Most administrative coordinators achieve a similar degree level compared to coordinator/executive assistants. For example, they're 1.6% more likely to graduate with a Master's Degree, and 0.3% more likely to earn a Doctoral Degree.Coordinator/executive assistant vs. Operations coordinator
An operations coordinator's role is to oversee the progress of various departments in a company or organization, ensuring that all operations meet the set goals and adhere to the company's policies and regulations. An operations coordinator may also be responsible for supervising the procurement of supplies, contract negotiations, sales monitoring, and even maintenance operations within the company. Furthermore, they can also perform administrative duties such as communicating with clients through telephone and email, arranging schedules and appointments, producing reports and evaluations, training new employees, and serving as the bridge of information between different departments.
Updated January 8, 2025