Executive Coordinator

 
Home - Skilled US
Why SKILLED US - Skilled US

 The Opportunity:

The Executive Coordinator is key in ensuring compliance, workflow efficiency, training support, marketing coordination, and program operations at Skilled US. This position provides executive administrative support to directors, managers, and specialists while managing logistics, student testing, employee onboarding, and program execution support. Serving as a central resource for students and staff, this role enhances productivity, improves processes, and ensures the seamless operation of all programs. We encourage you to apply if you are passionate about improving access to education and supporting adult learners in achieving their career and academic goals.

Essential Job Tasks:

Key Responsibilities:

1. Executive Coordinator Support

• Provide high-level administrative support to directors, program managers, and specialists by coordinating schedules, meetings, and project deadlines.
• Prepare reports, presentations, and briefing materials for leadership and stakeholders.
• Support budget tracking, procurement requests, and expense reporting.
• Assist with grant compliance documentation, reporting deadlines, and stakeholder communications.

2. Compliance & Testing Management

• Oversee compliance in student testing, including TABE, WorkKeys, and Indiana Career Explorer assessments.
• Manage assessment logistics, ensuring seamless scheduling, proctoring, and documentation.
• Ensure testing procedures align with grant requirements and regulatory standards.
• Maintain accurate records and generate compliance reports for audits and program evaluations.

3. Onboarding & Workflow Oversight

• Coordinate new employee onboarding, ensuring a structured and efficient process.
• Serve as the primary point of contact for onboarding tasks, training schedules, and policy adherence.
• Maintain training materials and procedural documentation to support employee development.
• Assist in creating workflow optimization strategies for operational efficiency.

4. Training & Professional Development Support

• Assist in developing and implementing training programs for new hires and ongoing staff development.
• Coordinate staff training schedules, ensuring alignment with organizational goals.
• Track employee training progress and completion to ensure compliance with internal policies and grant requirements.
• Provide support for workshops, orientations, and professional development initiatives.
• Organize and distribute training materials, presentations, and documentation.

5. Marketing & Outreach Support

• Assist the Marketing Specialist and team with event coordination, digital outreach, and brand messaging to enhance program visibility and engagement.
• Collaborate with the marketing team to distribute newsletters, program updates, student success stories, and employer partnership highlights.
• Coordinate marketing materials and logistics for program events, career fairs, recruitment activities, and community partnerships to maximize Skilled US’s reach and impact.

6. Program Flow & Logistics

• Address operational challenges for ongoing classes, ensuring that all workshops and programming run smoothly.
• Resolve student journey issues, improving the overall student experience.
• Manage event logistics for orientations, graduation ceremonies, and student engagement activities.
• Ensure all supplies, facilities, and resources are in place for program delivery.

7. Program & Operations Support

• Provide direct operational support to ensure smooth execution of all programs.
• Work closely with teams to support administration, budgeting, reporting, membership, procedures, policies, and operational systems.

8. Collaboration & Communication

• Work closely to coordinate multiple events, programs, and initiatives.
• Provide clear information and guidance to program staff, ensuring alignment with organizational goals.
• Establish and maintain strong relationships with students, teachers, and staff to build trust and respect.
• Serve as the liaison between Skilled US leadership and external stakeholders, ensuring timely communication and follow-ups.

Qualifications:

• A bachelor’s degree or equivalent is required (degrees in education, business, operations management, or related fields preferred).
• 2-3 years of experience in operations, program coordination, marketing, or administrative support preferred.
•  Experience working in education, workforce development, or a non-profit setting is a plus.
• Proficiency in Salesforce, Google Suite, Microsoft Office, and workflow/project management tools (e.g., Asana, Zoom, Canvas).
• Strong organizational and multitasking skills, with the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, including the ability to draft reports, presentations, and official correspondence.
• Ability to work independently without direct supervision, setting priorities and exercising initiative.
• Strong problem-solving skills with the ability to analyze workflow inefficiencies and recommend improvements.
• Experience in event coordination, compliance tracking, or process documentation is a plus.
• Flexible and adaptable, with the ability to work irregular hours as needed for program events and deadlines.

Why Join Skilled US?

This role offers an opportunity to make a direct impact on workforce development and student success by enhancing program operations, improving efficiency, supporting leadership in strategic initiatives, and contributing to outreach efforts. You’ll be part of a dynamic team dedicated to empowering communities and driving long-term career outcomes for adult learners.

Apply Today!

If you are a proactive problem-solver with a passion for operational excellence, program support, marketing coordination, and student success, we encourage you to apply. Join us in building the future of workforce education at Skilled US!

Please read carefully.

Phalen Leadership Academies (PLA) is an equal opportunity employer. PLA does not discriminate in employment on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service.

By completing this application you understand that neither the completion of this application nor any other part of my consideration for employment establishes any obligation for PLA to hire me. If hired, I understand that either PLA or I can terminate my employment at any time and for any reason, with or without cause and without prior notice. I understand that no representative of PLA has the authority to make any assurance to the contrary.

You attest by applying to this position that you have given PLA true and complete information on this application. No requested information has been concealed. I authorize PLA to contact references provided for employment reference checks. If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for the denial of employment or immediate dismissal.