Executive Services Coordinator

Executive Services CoordinatorLocation: 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 ResponsibilitiesExecutive & Administrative SupportProvide high-level support to Executive Director and senior leadershipManage complex calendars, communications, and executive prioritiesAct as a primary liaison for internal and external stakeholdersAnticipate leadership needs and ensure timely follow-upsBoard & Governance SupportCoordinate board, committee, and leadership meetingsPrepare agendas, meeting packets, and reportsTrack action items, decisions, and follow-upsEnsure compliance with public meeting and governance requirementsCross-Functional CoordinationCoordinate across engineering, environmental, construction, and administrative teamsFacilitate communication between leadership, consultants, and stakeholdersIdentify and resolve coordination gaps across teamsRecords & Systems ManagementManage document control, records, and information governanceOversee collaboration tools (SharePoint, OneDrive, etc.)Support public records requests and compliance processesCoordinate IT-related administrative functionsAdministrative LeadershipSupervise administrative staff and consultantsAssign work, set priorities, and monitor performanceEstablish workflows, standards, and best practicesEnsure effective resource allocation across teamsMust-Have QualificationsBachelor's Degree in Business Administration or related fieldMinimum 10+ years of executive-level administrative or coordination experienceStrong experience supporting executive leadership and board governanceExperience managing complex workflows and cross-functional coordinationPreferred QualificationsExperience in public sector or government agenciesExperience supporting large infrastructure or capital projectsFamiliarity with California public governance (Brown Act, compliance)Core SkillsExecutive-level communication and stakeholder managementGovernance & board coordinationOrganizational and operational leadershipDocument and records managementProblem-solving and decision supportHigh attention to detail and confidentialityCore CompetenciesStrategic Thinking & ExecutionLeadership Support & InfluenceCross-Functional CoordinationAccountability & OwnershipAdaptability in Dynamic Environments