Executive Services Coordinator

Executive Services Coordinator
Location: Remote (with occasional onsite in Maxwell, California)
Job Type: Contract - Full-time, dedicated resource (no part-time allocation)
Duration: June 2026 – December 2026 (Extendable Multi-Year)
The role supports the development of a major public infrastructure initiative focused on sustainable water management, environmental stewardship, and long-term resource planning in California.
The Executive Services Coordinator is a senior-level, strategic administrative and coordination role supporting executive leadership for a large-scale, multi-billion-dollar infrastructure project.
This position functions beyond traditional administrative support, acting as a central coordination hub across executive leadership, board governance, and cross-functional teams to ensure operational efficiency, alignment, and accountability.
Key Responsibilities
Executive & Administrative Support

• Provide high-level support to Executive Director and senior leadership
• Manage complex calendars, communications, and executive priorities
• Act as a primary liaison for internal and external stakeholders
• Anticipate leadership needs and ensure timely follow-ups

Board & Governance Support

• Coordinate board, committee, and leadership meetings
• Prepare agendas, meeting packets, and reports
• Track action items, decisions, and follow-ups
• Ensure compliance with public meeting and governance requirements

Cross-Functional Coordination

• Coordinate across engineering, environmental, construction, and administrative teams
• Facilitate communication between leadership, consultants, and stakeholders
• Identify and resolve coordination gaps across teams

Records & Systems Management

• Manage document control, records, and information governance
• Oversee collaboration tools (SharePoint, OneDrive, etc.)
• Support public records requests and compliance processes
• Coordinate IT-related administrative functions

Administrative Leadership

• Supervise administrative staff and consultants
• Assign work, set priorities, and monitor performance
• Establish workflows, standards, and best practices
• Ensure effective resource allocation across teams

Must-Have Qualifications

• Bachelor's Degree in Business Administration or related field
• Minimum 10+ years of executive-level administrative or coordination experience
• Strong experience supporting executive leadership and board governance
• Experience managing complex workflows and cross-functional coordination

Preferred Qualifications

• Experience in public sector or government agencies
• Experience supporting large infrastructure or capital projects
• Familiarity with California public governance (Brown Act, compliance)

Core Skills

• Executive-level communication and stakeholder management
• Governance & board coordination
• Organizational and operational leadership
• Document and records management
• Problem-solving and decision support
• High attention to detail and confidentiality

Core Competencies

• Strategic Thinking & Execution
• Leadership Support & Influence
• Cross-Functional Coordination
• Accountability & Ownership
• Adaptability in Dynamic Environments

Recruiter Submission Template –

Full Name:
Degree Major with University and Completion Year:
Years supporting executive leadership:
Experience with board/governance support:
Experience managing executive calendars & priorities:
Experience coordinating board/committee meetings:
Experience with cross-functional teams:
Experience with document/records management systems:
Describe your experience supporting executive leadership in a complex organization.
Have you worked with board governance and compliance requirements?
How do you manage competing priorities in a high-pressure environment?
Describe your experience coordinating across multiple teams or departments.
Contact Number:
E mail Id:
LinkedIn Id:
Full Address (Street, City, State, Zip Code):
Work Authorization Status (US Citizen/GC/H1B/Other):
Expected Rate:
Is it W2 / C2C? If C2C, provide corporation name:
Are you ready to relocate on your own expenses and work occasional onsite in Maxwell, California? (Yes/No):


5 references Required