Administrative & Executive Support Coordinator

ABOUT THE [ADMINISTRATIVE & EXECUTIVE SUPPORT COORDINATOR] WHO WE ARE Our vibrant team strives to unite partners to drive regional tourism and economic impact by connecting the world to our diverse communities, rich history, and spirit of innovation. Integrity, empowerment, transparency, community, passion, and empathy guide our workplace culture. With a firm commitment to diversity, equity, inclusion, and belonging, we strive to create an environment where voices are valued and respected. If this resonates with you, consider the role below: WHAT WE OFFER: Competitive Compensation Life, Medical, Vision, and Dental Insurance PTO Referral Bonus 17 PTO Days Per Year, Based on Full Months Projected to Work in The Calendar Year 401(K) With 4% Match Paid Parking, with 24/7 Access JOB HIGHLIGHTS POSITION PURPOSE: The Administrative & Executive Support Coordinator provides dual support to the Chief Financial Officer (CFO) and the Chief Operating Officer (COO). This hybrid role combines office operations, facilities support, administrative coordination, and executive-level scheduling and event preparation. The role ensures operational efficiency across Finance & Administration while delivering high-level administrative and organizational support to the COO. This position requires exceptional professionalism, confidentiality, communication, and the ability to manage a wide range of responsibilities in a fast-paced environment. LOCATION & SCHEDULE: Full-time, Hourly This position currently involves a hybrid working model with 1 day remote, and 4 days in-office in Detroit, MI. WHAT WE REQUIRE: Bachelor’s degree or commensurate experience. 3–5 years of administrative, executive support, or office operations experience. PREFERRED: Experience supporting senior-level executives or leadership teams. Experience in office operations, facilities management, or administrative coordination. Experience in the hospitality, travel, or tourism industry. HOW YOU’LL CONTRIBUTE: Executive Administrative Support (COO): Provide proactive calendar and schedule management for the COO, including prioritizing meetings and commitments. Schedule internal meetings including one-on-ones with direct reports, team meetings, and Visit Detroit leadership meetings. Coordinate external meetings with partners, stakeholders, civic leaders, and industry organizations. Manage invitations for business engagements, civic events, community events, and sporting events. Document and maintain logs of sports attendance and related business engagement activities. Support meeting preparation by organizing agendas, briefing packets, presentations, and follow-up actions. Assist with COO communications, correspondence, and workflow prioritization. Ensure professional presentation of all materials prepared for the COO. Office Operations Support: Maintain relationship with building management and report all facility and logistics issues using the facilities database. Oversee shipping and receiving processes and maintain the Office Operations room with the Travel Specialist. Manage and maintain general office areas and coordinate suite maintenance efforts. Maintain company vehicles including scheduling periodic cleaning, maintenance, and ensuring availability. Monitor and maintain sub-basement storage, supply areas, and workspaces to ensure organization and cleanliness. Serve as back-up to the Travel Specialist as needed. Respond to staff inquiries regarding Office Operations services and procedures. Support Visit Detroit’s commitment to equity, inclusion, and fostering a welcoming workplace. Internal Processes: Prepare, submit, and track expense reports for the CFO, COO, and designated staff. Coordinate detailed travel arrangements including booking, itinerary development, confirmations, and post-trip documentation. Maintain organized electronic and physical files for the CFO and COO. Support administrative procedures across Finance & Administration and the COO’s office. Assist with department communications, workflow coordination, and internal documentation needs. Event Coordination: Coordinate events and executive engagements assigned by the CFO or COO, including logistics, timelines, and materials. Prepare presentations, slide decks, briefing materials, agendas, and supporting documents. Manage event invitations, RSVP tracking, attendee lists, and communication logistics. Assist with on-site event execution for internal and external events involving executive leadership. Ensure all event materials meet Visit Detroit’s brand, quality, and accuracy standards. Committed to partnering with Visit Detroit in embedding diversity, equity, and inclusion into company culture and operations, and actively contributing to creating a welcoming and inclusive environment for all employees and stakeholders. OTHER CONTRIBUTIONS: Assist the CFO and COO with special projects, initiatives, and organizational priorities as assigned. Serve as floor warden for emergency procedures and safety protocols. Participate in cross-functional task forces and organizational initiatives. Maintain confidentiality with all sensitive and executive-level information. Perform other duties as assigned. REQUIRED KNOWLEDGE, SKILLS, AND COMPETENCIES: Professionalism and discretion in handling sensitive information. Excellent communication skills including the ability to clearly express thoughts, ideas, and concepts, verbally and in writing, in the English language. Strong ability to organize, prioritize, and manage multiple assignments. Creative and adaptable in fast-paced environments. Builds and maintains effective relationships with colleagues and external stakeholders. Consistently demonstrates professionalism in attitude, appearance, and behavior. Effective in both remote and in-person settings; proficient with video conferencing tools. Proficient in Microsoft Word, Excel, Outlook, and PowerPoint. Available to work evenings, weekends, and travel as needed. PHYSICAL DEMANDS AND WORKING CONDITIONS: Office work involves extended periods of sitting or working at a desk, utilizing repetitive typing motions on a computer or laptop, and reading text on a video display monitor. Ability to perform extensive standing and/or walking for work-related assignments and events. Ability to lift push, and or carry up to 25lbs. occasionally. Visit Detroit is an Equal Opportunity Employer: We respect and seek individuals of a diverse background and do not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. . Visit Detroit is an Equal Opportunity Employer and is an affirmative action employer. We actively encourage people of all backgrounds—including people with criminal records, people of diverse faith, people of diverse economic or cultural backgrounds—including health or medical conditions, and members of the LGBTQ+ community—to apply for jobs at Visit Detroit. We do intend to assess or consider any individual's difference in creating or addressing any qualifications. We do not apply conditions or benefits that hinder the acceptance of an application. For veterans and certain 14 veterans, a visa is often offered and complied with in order to create a stable environment for any corresponding additional circumstance. Society of all conditions are recognized and encouraged in the department. For our potential employees, we may offer emerging opportunities in sustained practice or pre-veteran programs to create an active approach to confidence included in a personal mental (

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