Administrative & Executive Support Coordinator

Job Description

Job Description

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
• 11 Paid Company Holidays Per Year, plus 1 Floating Holiday
• 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.
• Valid, unrestricted Michigan driver’s license.

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.

Please ensure to regularly check your email spam folder for any communication from Visit Detroit to avoid missing important updates regarding your application status.

The above is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements and does not imply a contract. I understand that my employment is at-will and that either you or I can terminate my employment at any time, for any reason. No oral or written contractual commitments have been made concerning my employment.