Executive Office Coordinator

Description

The Arc Carroll County | Westminster, MD | $25-$36/hr | 100% in office position

Help Keep Our Mission Moving Forward!

The Arc Carroll County is seeking an organized, proactive, and detail-oriented Executive Office Coordinator to support our Chief Executive Officer (CEO), Executive Leadership Team, and daily organizational operations.

This position combines executive administrative support, office management, facilities coordination, and vendor management. The ideal candidate is a strong communicator, an effective problem-solver, and someone who enjoys managing multiple priorities while making a meaningful difference in a mission-driven nonprofit organization.

What You'll Do

Executive & Administrative Support

• Manage the CEO's calendar, meetings, and scheduling priorities.
• Prepare correspondence, reports, presentations, and meeting materials.
• Coordinate communication with staff, leadership, Board members, and external partners.
• Track important projects, deadlines, and organizational priorities.

Board & Office Coordination

• Coordinate Board and committee meetings, agendas, materials, and minutes.
• Maintain accurate and confidential organizational records.
• Oversee daily administrative office operations.
• Improve office procedures, workflows, and organizational systems.

Facilities & Maintenance Management

• Supervise maintenance staff and coordinate daily priorities.
• Manage relationships with maintenance, landscaping, cleaning, and other service vendors.
• Coordinate maintenance and repair requests for administrative offices and residential homes.
• Conduct facility walkthroughs to identify safety, repair, and upkeep needs.
• Obtain vendor quotes, schedule services, and monitor work completion.
• Partner with Residential and Program leadership to resolve facility concerns promptly.
• Help maintain safe, clean, and well-maintained environments.

Projects & Organizational Support

• Assist with agency events, leadership meetings, and special projects.
• Support Development team initiatives and organizational activities.
• Monitor project progress and help ensure deadlines are met.
• Maintain confidentiality and support organizational policies and compliance requirements.

What We're Looking For

• Strong organizational skills with the ability to manage competing priorities.
• Experience in executive support, administrative coordination, office management, or related work.
• Excellent written and verbal communication skills.
• Ability to work independently, take initiative, and solve problems.
• Strong attention to detail and follow-through.
• Experience coordinating vendors, maintenance, or facilities operations is a plus.
• Ability to supervise staff and collaborate across departments.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Professionalism, discretion, and the ability to handle confidential information.

Why Join The Arc Carroll County?

At The Arc Carroll County, our work is about more than daily operations. We are committed to supporting people with intellectual and developmental disabilities and creating opportunities for meaningful, inclusive lives.

As our Executive Office Coordinator, you'll play an important role in supporting the people, programs, and facilities that help us fulfill that mission.

Ready to make an impact? Apply today and become part of The Arc Carroll County team!

Requirements

Education & Experience

• High School Diploma or GED required. AA degree preferred or equivalent training and experience
• 3–5 years in executive support, office management, or operations
• Experience coordinating vendors, facilities, or property maintenance preferred

Skills & Competencies

• Strong organizational and multitasking abilities
• Ability to manage vendors and follow through on service delivery
• Excellent communication and problem-solving skills
• High level of discretion and professionalism
• Proficiency in Microsoft Office