Executive Assistant Coordinator

POSITION PURPOSE
At BAC, our vision is to Reinvent Cooling to Sustain the World.

To support this mission, we are seeking a highly organized and proactive Executive Assistant Coordinator to support the Executive Administrative Assistant.
This role serves as a critical extension of the Executive Office, ensuring seamless day-to-day operations, strong internal coordination, and efficient execution of administrative priorities.

The ideal candidate is detail-oriented, highly responsive, and thrives in a fast-paced, high-expectation environment while maintaining strict confidentiality.

PRINCIPAL ACCOUNTABILITIES
Executive & Administrative Support
• Provide day-to-day administrative support to the Executive Assistant to the CEO
• Assist with calendar management, meeting coordination, and scheduling across time zones
• Coordinate logistics for meetings including agendas, materials, catering, and follow-ups
• Prepare and format presentations, reports, and internal documents (PowerPoint, Word, Excel)
• Serve as a backup point of contact when the Full-Time Executive Assistant is unavailable

Meetings & Communications
• Support execution of All Employee Meetings and other meetings as needed (logistics, materials, live support)
• Take meeting notes and track action items when required
• Assist with drafting and distributing internal communications

Travel & Expenses
• Assist with coordination and execution of domestic and international travel logistics
• Support visa and international travel documentation preparation, including gathering required materials, tracking deadlines, and coordinating with external visa providers
• Assist with expense report preparation and submission

Operations & Coordination
• Maintain organized filing systems (digital and physical) for executive materials
• Support record retention and documentation processes
• Coordinate with internal stakeholders and external partners/vendors

Event & Special Project Support
• Support internal and external event coordination
• Support ad hoc projects and high-priority initiatives as assigned

KEY RELATIONSHIPS
• Executive Administrative Assistant (direct support)
• Internal departments and external vendors

REQUIRED SKILLS & QUALIFICATIONS
• 2–5+ years of administrative, coordinator, or executive support experience
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• High attention to detail and follow-through
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams)
• Ability to handle sensitive information with discretion and professionalism
• Proactive, adaptable, and solutions-oriented mindset

Preferred:
• Event coordination experience
• Experience coordinating travel logistics
• Experience supporting senior leadership or executive-level functions

 

BAC Hiring Compensation Range $63,500- $108,800

BAC offers a compr...