Executive Coordinator - Presence

About Presence

Presence is the leading provider of teletherapy solutions for children with diverse needs. Through our award-winning technology, Presence connects speech-language pathologists, occupational therapists, and behavior and mental health specialists to schools, districts, and organizations nationwide. Our growing network of 2,000+ clinicians has delivered more than 6 million teletherapy sessions to students across 47 states. Presence is backed by Spectrum Equity, TPG's Rise Fund, and Bain Capital Double Impact.

We are a majority-female company led by Kate Eberle Walker, an education industry leader, working mom, and author of The Good Boss: 9 Ways Every Manager Can Support Women at Work. We are a distributed workforce with headquarters in NYC. We place a high value on schedule coordination to stay connected with each other when working in different places, and to create opportunities to engage with each other in person as well.

About This Role

The Executive Coordinator will manage the CEO's calendar, provide administrative support for the CEO and other leaders, and generally serve as an administrative manager and point-of-contact for the leadership team.  In addition to demonstrated excellence in office management and executive support, the ideal candidate will have high emotional intelligence, strong multitasking skills, be calm under pressure, and have the ability to quickly build productive working relationships while maintaining a high level of discretion and extreme attention to detail. This role works closely with the CEO, acting as a bridge between the CEO and all stakeholders of the organization. This is a people-forward role where you will be an important connector for our organization!

Role Responsibilities

• Administrative support to the CEO
• Manage the CEO's calendar to ensure efficient time management, supporting internal and external requests
• Support the CEO in-person on working days in NYC office
• Schedule executive team and departmental meetings, prepare agendas, and coordinate technology set-up
• Develop travel plans and meeting accommodations
• Coordinate with the Corporate Communications team to support CEO media interviews and public speaking engagements
• Research and organize information and prepare presentation materials or other documentation as needed
• Manage expense reports for the CEO
• Coordination of in-person employee gatherings
• Manage employee workspaces including national Industrious contract, coordination of employee access to workspaces, management of our dedicated space in NYC, and budgeting/scheduling conference room rentals
• Plan team offsites, including coordinating logistics such as workspace booking, hotel reservations, and meal and activity planning, working with executive leaders to deliver a high-quality attendee experience, and support the company in fostering in-person connections
• Bring creative energy to the role - in all of our events we want to have fun and create productive interactions to connect our people!
• Management of NYC office
• Act as point of contact for all employees utilizing the NYC office space
• Manage scheduling and booking of conference rooms and additional workspaces as needed 
• Receive, sort, and redistribute company mail

Desired Qualifications

• Build and maintain strong, collaborative working relationships with the leadership team and across the entire organization
• Display a commitment to excellent service and clear, concise, and approachable communication
• Excitement about our company mission
• Energized by the opportunity to work with and learn from a female CEO and a diverse leadership team
• At least 10 years of experience in a corporate work environment. Some experience in event coordination or corporate communications is preferred
• Flexible thinking and comfort with iteration and changing competing priorities
• Ability to learn quickly and work proactively – with good instincts on when to act vs. ask
• Adept at handling sensitive information with care and confidence
• An expert at using Google Workspace/G Suite, Concur and Slack

Where is this position located?

• This is a Hybrid position based in the New York City area. 
• The role will require approximately 50% time in Presence's office space in midtown Manhattan
• The scheduling of remote vs. office time will be variable and driven by the CEO's requirements and schedule
• The role will also require periodic travel to support offsites in the Presence meeting space in various locations across the U.S.
• This position requires availability and communication as needed in the early mornings, nights, and weekends

What are some of the benefits we offer? 

• Comprehensive Medical Coverage includes Dental and Vision
• Flexible PTO
• 11 Company Paid Holidays 
• Benefits Package: including 401K savings plan and access to an Employee Assistance Program.
• $500 home office stipend
• Paid Life insurance, AD&D., and disability benefits
• Paid parental and caregiving leave
• Eligibility to apply for a Professional Development Scholarship. 
• Inclusive Culture: We are intentional about creating a culture that is fun and inclusive.

This role is also eligible to participate in Presence's equity plan subject to the terms of the applicable plans and policies.

An employee's starting pay will be determined based on job-related skills, experience, qualifications, and market conditions.

Salary $70,000-$80,000