Executive Coordinator, Hybrid

Job Number: 2322

External Description:

Your Role:

 

The Executive Coordinator (PMO) provides high-level administrative support to two senior leaders while actively contributing to communications engagement and Project Management Office (PMO) operations. This role is a perfect launchpad for an early-career administrative professional looking to build, sharpen, and apply foundational project management skills. You will blend traditional executive calendar and meeting logistics with project tracking, stakeholder communication, and governance support in a highly collaborative environment.

 

Key Responsibilities:

Executive & Administrative Support

• Calendar & Travel Management: Coordinate complex, cross-functional calendars across multiple time zones; manage travel arrangements and expense reporting.
• Meeting & Event Logistics: Oversee logistics for leadership meetings, town halls, and executive offsites (including room booking, catering, hybrid tech setup, and visitor access).
• Operational Discretion: Screen incoming requests, triage leadership priorities, and handle highly confidential information with absolute discretion.

 

Communications & Engagement

• Internal Communications: Draft executive emails, newsletters, and announcements; manage internal communications calendars to keep teams aligned.
• Stakeholder Experience: Coordinate team engagement sessions (e.g., coffee chats, 1:1s, lunches) utilizing established playbooks and templates.

 

PMO & Project Coordination

• Project Tracking: Maintain standard PMO trackers, status reports, and timelines for priority initiatives under the guidance of senior team members.
• Meeting Governance: Prepare agendas, distribute pre-reads, and capture action items, key decisions, and risk logs during project reviews.
• Task Management: Assist with project scoping, RACI mapping, and breaking down large initiatives into actionable team workstreams.

  

Position located in Burlington, MA (in office 3-4 days per week)

5% Travel

 

Who You Are

Minimum Qualifications:

 

• Bachelor’s degree
• 2+ years working as an administrative assistant
• 6 months+ of PMO coordination or program coordination

 

 

Preferred Qualifications

• Project Management Interest: A strong desire to learn PMO methodologies, risk management, and governance frameworks.
• Tech Savvy: Familiarity with or exposure to collaborative tools like SharePoint, Confluence, or basic project management software (e.g., Asana, Jira, Smartsheet).
• Communication Skills: Strong written and verbal communication skills with an ability to draft polished, executive-ready messaging.
• Organization: Exceptional time-management skills and the ability to balance competing administrative and project deadlines.

Job Number: 297730

Community / Marketing Title: Executive Coordinator, Hybrid

Location_formattedLocationLong: Boston, Massachusetts US