How to hire an executive coordinator

How to hire an executive coordinator, step by step

Here's a step-by-step executive coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an executive coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new executive coordinator
• Step 8: Go through the hiring process checklist

What does an executive coordinator do?

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1. Identify your hiring needs

   First, determine the employments status of the executive coordinator you need to hire. Certain executive coordinator roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them an executive coordinator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an executive coordinator that fits the bill.

   The following list breaks down different types of executive coordinators and their corresponding salaries.

   Type of Executive Coordinator	Description	Hourly rate
   Executive Coordinator	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$16-37
   Special Projects Coordinator	A special project manager spearheads and oversees special projects and programs, ensuring it adheres to deadlines and budgets. Among their responsibilities include managing staff and timelines, setting objectives and guidelines, monitoring the progress of projects, and producing progress reports for the executives... Show more	$14-29
   Business Coordinator	Business coordinators are responsible for providing administrative and executive support-related tasks. These tasks may vary depending on the industry but typically include assisting the CEO in developing marketing plans and marketing strategy, keeping track of financial records, and producing proposals by gathering inputs from the CEO and the business development team... Show more	$14-37

   Show more

2. Create an ideal candidate profile

   Common skills:

   • PowerPoint
   • Expense Reports
   • Provides Administrative Support
   • Meeting Minutes
   • Calendar Management
   • SharePoint
   • Phone Calls
   • Excellent Interpersonal
   • Human Resources
   • Proofreading
   • Event Planning
   • Word Processing
   • Financial Reports
   • Administrative Tasks

   Check all skills

   Responsibilities:

   • Coordinate, set up, and manage VIP parties for celebrities, activists, politicians, and business professionals.
   • Manage financial responsibilities including payroll, billing and monthly grant reporting.
   • Design Facebook ads for specific target markets.
   • Create SharePoint site for management of sales appointments and calendars for various sales persons.
   • Host SharePoint website for VP s, change information, upload documents and graphics as needed.
   • Upload & resize pictures of properties for internet and digital advertising; maintain and update social media platform via Facebook.

   More executive coordinator duties

3. Make a budget

   Including a salary range in your executive coordinator job description helps attract top candidates to the position. An executive coordinator salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for an executive coordinator in Montana may be lower than in Hawaii, and an entry-level executive coordinator usually earns less than a senior-level executive coordinator. Additionally, an executive coordinator with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average executive coordinator salary

   $52,045yearly

   $25.02 hourly rate

   ---

   Entry-level executive coordinator salary

   $34,000 yearly salary

   Updated December 24, 2025

   Average executive coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$83,776	$40
   2	District of Columbia	$81,608	$39
   3	New York	$76,618	$37
   4	Massachusetts	$68,383	$33
   5	Oregon	$64,326	$31
   6	Maryland	$63,326	$30
   7	Nevada	$63,309	$30
   8	Washington	$60,750	$29
   9	North Carolina	$60,501	$29
   10	New Jersey	$56,129	$27
   11	Arizona	$54,692	$26
   12	Florida	$53,510	$26
   13	Texas	$50,540	$24
   14	Colorado	$49,140	$24
   15	Illinois	$49,076	$24
   16	Alaska	$46,634	$22
   17	Tennessee	$43,600	$21
   18	Indiana	$42,839	$21
   19	Missouri	$42,007	$20
   20	Idaho	$39,704	$19

   Average executive coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Deloitte	$89,052	$42.81	224
   2	BNY Mellon	$86,945	$41.80	6
   3	Champion Technologies	$76,458	$36.76
   4	Takeda Pharmaceuticals U.S.A., Inc.	$70,534	$33.91	3
   5	Dignity Health	$68,969	$33.16	12
   6	Webasto Roof Systems Inc	$68,853	$33.10
   7	Beacon Hill Staffing Group	$65,789	$31.63
   8	Kforce	$65,335	$31.41	19
   9	Volkswagen Group of America	$65,290	$31.39
   10	Legal Services	$64,416	$30.97
   11	Aya Healthcare	$62,911	$30.25
   12	Center for Reproductive Rights	$58,945	$28.34
   13	Legacy Health	$57,210	$27.50
   14	EducareWashingtonDC	$57,034	$27.42
   15	Skydio	$56,556	$27.19
   16	New York State Restaurant Association	$56,522	$27.17
   17	WinMax	$56,139	$26.99
   18	Harvard University	$56,056	$26.95
   19	Pine Street Inn	$55,702	$26.78
   20	Oxford Financial Group	$54,787	$26.34

4. Writing an executive coordinator job description

   An executive coordinator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an executive coordinator job description:

   Executive coordinator job description example

   • 1+ years experience in the music industry or marketing/entertainment or working for an executive
   • Strong social, communication, and organizational skills
   • Ability to manage multiple projects at one time
   • Proactive with strong prioritization skills
   • Ability to interact with creative executives, managers and artists
   • Interest in music and a desire to learn about the music industry

   Preferred Skills:

   • Knowledge of analytics platforms, including (but not limited to): Spotify for Artists, Apple Music for Artists, Chartmetric
   • Google Suite experience
   • Experience pulling and analyzing data (creating reports as well as interpreting data)
   • Fluency in Excel, Word, and Powerpoint
   • Knowledge of online and digital platforms including social media

   About mtheory:

   Founded in 2010, mtheory is an artist development, marketing, strategy and operations infrastructure designed for artist managers. As the music industry continues its rapid evolution, managers have been required to play a much more active role in the artist development process. To address this challenge, mtheory provides managers with the additional manpower and specialized knowledge required to be successful. Our services include: strategic marketing, DSP relations, product management, tour marketing and production expertise, business affairs, digital and social marketing, CRM and analytics. In addition, we have distribution, production, and financing capabilities that enable artists and managers to operate in a truly independent environment.

   mtheory currently works with approximately 25 artist managers, representing over 100 artists across a diverse range of genres. Our management clients represent leading artists such as Jelly Roll, Galantis, Twenty Øne Pilots, NF, Masego, Zac Brown Band, Tyler Childers and many others.

   There is power in diversity of, but not limited to, race, color, ethnicity, nationality, religion, socioeconomic status, education, marital status, language, age, gender, gender expressions, gender identity, sexual orientation, mental and physical ability, and learning styles. Our team and clients are stronger when we represent all differences & we are committed to having an inclusive & open workspace.

   Copy this example

   

5. Post your job

   To find the right executive coordinator for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with executive coordinators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit executive coordinators who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your executive coordinator job on Zippia to find and recruit executive coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with executive coordinator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new executive coordinator

   Once you've selected the best executive coordinator candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire an executive coordinator?