Executive Coordination and Communication Specialist

EXECUTIVE COORDINATION AND COMMUNICATION SPECIALIST
At RSP & Associates,

RSP stands for Reimagine School Planning.

We help school districts across the Midwest make decisions that impact students, families, educators, and communities for generations to come.

The Executive Coordination and Communication Specialist is more than an executive support position. It is a trusted partner to the CEO and a central connector across the organization. This individual helps coordinate priorities, strengthen communication, support client relationships, and ensure organizational initiatives move forward with consistency, professionalism, and purpose.

If you enjoy bringing clarity to complexity, creating exceptional experiences for others, and contributing to meaningful work that positively impacts communities, this is an opportunity to be part of something bigger than administrative support, it is an opportunity to help reimagine the future of school planning.

KEY RESPONSIBILITIES
Executive Coordination, Organizational, and Client Communication

Serve as a primary executive coordination and communication resource for the CEO and executive leadership.

Greet clients, visitors, and guests in a professional, welcoming, and service-oriented manner.

Answer, direct, and manage incoming phone calls and inquiries with professionalism and responsiveness.

Manage calendars, client contacts, meeting coordination, and executive communications.

Organize and schedule in-person meetings, virtual meetings, appointments, and organizational discussions.

Prepare, coordinate, and track follow‑up communication, meeting summaries, and action items.

Maintain clear, timely, and professional communication with clients, vendors, consultants, and internal team members.

Assist in ensuring consistency in organizational messaging, communication standards, and professional presentation.

Support internal communication coordination between departments, leadership, and project teams.

Draft, review, edit, and proofread correspondence, presentations, reports, and organizational materials for professionalism, clarity, and consistency.

Help facilitate communication follow‑up to support accountability and organizational responsiveness.

Project Coordination, Communication Management, and Administrative Support

Support project coordination, communication tracking, and task management within Asana.

Create, update, and maintain report templates, presentation materials, and administrative documents.

Edit reports, presentations, graphics, and visual materials for quality, professionalism, branding consistency, and communication effectiveness.

Enter and organize meeting notes, project updates, client responses, and communication records.

Maintain and update client profile sheets and organizational records.

Assist with research, event coordination, template development, and administrative projects as assigned.

Track project milestones, organizational priorities, and follow‑up items to help ensure deadlines and commitments are met.

Support coordination of executive initiatives and organizational improvement efforts as directed.

Technical, Communication, and Professional Skills

Exceptional verbal and written communication skills with the ability to communicate professionally across all levels of the organization.

Strong interpersonal skills with the ability to build positive working relationships internally and externally.

Exceptional organizational skills and attention to detail.

Ability to prioritize responsibilities and effectively manage multiple deadlines and competing priorities.

Professional demeanor with a positive, proactive, and service‑oriented approach.

Ability to maintain confidentiality, discretion, and professionalism in sensitive situations.

Strong coordination, problem‑solving, and communication management skills in a fast‑paced environment.

Ability to adapt communication style and approach based on audience, urgency, and organizational priorities.

Software and Platform Utilization

Microsoft Office Suite (Excel, Outlook, PowerPoint, Teams, and Word)

Adobe Creative Suite (Acrobat, Adobe Express, and familiarity with InDesign, and Illustrator)

Other Platforms (Menti, Poll Everywhere and Social Pinpoint)

Project Management and Communication Tools (Asana, MS Teams, and Zoom)

Additional Responsibilities

Maintain the highest level of trust, confidentiality, discretion, and professionalism.

Foster positive, respectful, and professional relationships throughout the organization while maintaining trust, discretion, and collaboration.

Support CEO priorities with responsiveness, organization, and proactive coordination.

Participate in networking and professional development opportunities to strengthen executive support skills and strategies.

Establish coordinated recurring weekly meetings with the CEO to review upcoming priorities, calendar alignment, and weekly wrap‑up items.

Support executive decision‑making by providing organized information, thoughtful recommendations, and effective coordination while respecting established decision‑making responsibilities.

Research and provide information related to future RSP initiatives, including Customer Relationship Management (CRM) implementation and other operational initiatives.

Support other executive positions with the direction of the CEO.

Standard working schedule of 8:00 AM to 5:00 PM, with flexibility to extend the workday based on business or CEO needs.

Maintain a coordinated lunch schedule with the CEO when operationally practical.

Monitor and order office supplies and materials.

Coordinate travel arrangements, itineraries, and accommodations.

Take meeting notes and assist with communication follow‑up actions as requested.

Support additional executive, operational, and organizational initiatives as directed by leadership.

Assist in maintaining a professional and collaborative communication culture within the organization.

Education and Experience

Associate Degree in Business Administration, Communications, Organizational Leadership, or a related field preferred.

Bachelor’s degree is desirable but not required if have 5 or more years supporting executive leadership in a professional environment with increasing responsibility.

Equivalent combinations of education, certifications, and demonstrated executive support experience will be considered.

Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) are viewed favorably.

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