Job Title: Executive Coordinator 

Job Type: Full-Time Exempt 

Reports to: CEO and Artistic Director 

Salary Range: $45,000 - $50,000 

Location: ArtWorks Offices, 2429 Gilbert Avenue, Cincinnati OH 45206 (Hybrid with 1-2 Remote Work Day/Week) 

Job Description  

ArtWorks seeks a highly capable, proactive Executive Coordinator to serve as a strategic, operational partner to the CEO in a fast-paced, high-accountability environment. This role is central to the day-to-day effectiveness of the organization’s leadership and requires exceptional organizational rigor, judgment, and follow-through. 

The Executive Coordinator manages a high volume of concurrent responsibilities, shifting priorities, deadlines, and requests that often change daily. Success in this role requires the ability to anticipate needs, independently drive work forward, reprioritize in real time, and maintain exceptional attention to detail under pressure. 

This is not a routine administrative role. It is best suited for a highly driven individual with a strong work ethic, achievement-oriented mindset, and the stamina to operate at a consistently high level while supporting senior leadership, Board members, and cross-functional stakeholders. 

The Executive Coordinator thrives when: 

• Managing multiple highpriority initiatives simultaneously 
• Navigating ambiguity, urgency, and evolving priorities 
• Anticipating challenges before they arise and proposing solutions 
• Bringing structure, systems, and clarity to complex workflows 
• Protecting and optimizing the CEO’s time, focus, and decision-making capacity 
• Owning workstreams from start to finish with minimal oversight 

This role is ideal for someone who: 

• Is ambitious, driven, and takes pride in excellence 
• Enjoys being at the center of a fast-moving organization 
• Finds satisfaction in bringing order to complexity 
• Seeks a role with visibility, responsibility, and impact 
• Is motivated by supporting senior leadership at a high level 

Key Responsibilities:  

Executive Support & Priority Management (45%) 

• Serve as primary thought partner and gatekeeper for the CEO’s calendar, inbox, and priorities 
• Continuously assess, triage, and reprioritize a high volume of requests based on urgency, impact, and organizational priorities 
• Maintain daily, proactive communication with the CEO—flagging risks, deadlines, and emerging issues early 
• Prepare high-quality materials for meetings, including research, data synthesis, reports, presentations, and briefings 
• Draft, edit, and finalize executive-level correspondence and communications 
• Represent the CEO internally and externally in meetings, tours, and presentations as needed 
• Independently manage complex special projects with clear ownership, timelines, and deliverables 

Board of Directors Support (20%) 

• Act as primary liaison to the Board of Directors and its committees 
• Coordinate scheduling, agendas, materials, and logistics for Board and committee meetings 
• Prepare and manage presentations, minutes, and all supporting documentation 
• Maintain Board Portal, records, and compliance materials with precision 
• Manage onboarding and engagement of new Board members 
• Coordinate cross-departmental updates related to Board communications and materials 

Leadership Team & Strategic Planning Support (20%) 

• Coordinate strategic planning processes, contractors, documents, timelines, and stakeholders 
• Schedule and support leadership team meetings, retreats, and planning sessions 
• Capture, document, and follow up on leadership priorities, action items, and decisions 
• Maintain shared leadership documents and ensure accountability to deadlines 

Office & Organizational Support (10%) 

• Schedule and support all-staff meetings and internal convenings 
• Coordinate logistics, materials, and presentations for staff meetings and leadership events 

Special Events & Programs Support (5%) 

• Support planning and execution of CEO-led events, stakeholder visits, and retreats 
• Coordinate logistics, staffing, and scheduling for organization-wide initiatives 

Qualifications and experiences:  

• Commitment to ArtWorks’ mission, vision, values, culture and Diversity, Equity, Inclusion, Accessibility & Belonging  
• Minimum 2 years of experience supporting senior executives in a fast-paced environment 
• Demonstrated success managing multiple projects and shifting priorities  
• Project management experience strongly preferred 
• Nonprofit and/or arts experience a plus 
• Bachelor’s degree preferred 
• Driver’s license and personal transportation required 

Skills and abilities:  

• Exceptional organizational systems and time-management discipline 
• Proven ability to juggle competing priorities without sacrificing accuracy or professionalism 
• Strong judgment and comfort making decisions in ambiguous situations 
• Proactive, solutions-oriented, and highly dependable 
• High degree of ownership, follow-through, and accountability 
• Excellent written and verbal communication skills 
• Ability to remain calm, focused, and effective under pressure 
• Comfort working with senior leaders, Board members, donors, volunteers, and youth 
• Strong ethical standards and discretion with confidential information 
• Proficiency with Microsoft Office and Adobe products 
• Experience with Salesforce/CRM, as well as Mailchimp/Constant Contact is a plus 
• Willingness to work early mornings, evenings, or occasional weekends as needed