Description
Reports to: Vice President of Administration
Position Summary: The Executive & Office Coordinator provides high-level administrative and operational support to the Senior Leadership Team (SLT) while ensuring the smooth day-to-day functioning of office operations. This role serves as a key point of coordination for leadership meetings, company events, and employee engagement initiatives. The ideal candidate is highly organized, detail-oriented, and capable of delivering a professional, executive-level experience. Familiarity with the Entrepreneurial Operating System (EOS) is preferred.
Adhere to PDM’s Core Values:
- Relationship Building: We foster long-term positive relationships with fellow employee-owners, external partners, and our communities.
- Accountability: We consistently demonstrate a high level of personal accountability.
- Urgency: We operate with a sense of urgency.
- Innovation: We embrace growth and change.
- Create Return on Efforts: We create positive results on all our efforts.
- Pillars: 1) Safety, 2) Quality, 3) Happiness, 4) Performance
Areas of Accountability:
- Provide administrative and logistical support to the Senior Leadership Team (SLT), including coordination of meetings, materials, and follow-ups.
- Support ESOP committees and Business Unit (BU) quarterly meetings through scheduling, communication, and preparation of materials.
- Process and manage SLT expense reports accurately and in a timely manner.
- Coordinate company travel arrangements, including bookings, itineraries, and logistics.
- Maintain office operations, including ordering and managing supplies across office areas.
- Oversee incoming and outgoing mail distribution.
- Serve as the first point of contact by greeting guests and managing incoming calls and messages.
- Assist with financial administrative tasks, including sending checks and ACH remittances.
- Plan and execute logistics for company events and celebrations, including preparation of materials (e.g., name tags, drink tickets, guest lists).
- Coordinate catering and food orders for meetings and events.
- Support invitation distribution and RSVP tracking for company events, including ESOP-related gatherings.
- Support employee engagement and recognition initiatives, including:
- Coordinating birthday gifts, cards, and communications
- Assisting with thank-you cards tied to employee recognition programs
- Organizing, labeling, and distributing company swag
- Oversee company merchandise/apparel store coordination and inventory.
- Coordinate office furniture needs, including ordering and maintaining equipment such as chairs and other furnishings.
Perform additional responsibilities as needed to support business operations.
Knowledge & Skills:
- Experience supporting senior leadership or executive teams preferred
- Strong organizational and time management skills with the ability to prioritize multiple tasks
- Experience coordinating meetings, events, and travel logistics
- Familiarity with expense reporting and basic financial administrative tasks
- Experience in a fast-paced, professional office environment
- Exposure to or experience with EOS is a plus
Education: High school diploma or equivalent required; associate or bachelor’s degree in business or related field preferred. Equivalent combination of education and experience will be considered.
Experience: 3+ years of administrative, office coordination, or executive support experience
DISCLAIMER
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
