Executive Services Specialist, Essex

THE COMPANY Careerminds is a leader in career transition and coaching solutions, helping organizations support employees through change while enabling workforce growth and development. Our product portfolio includes market-leading Career Transition and Coaching Services as well as Progression, our application for Career Frameworks and progression planning. THE ROLE Here at Careerminds, the Executive Services Specialist provides high-level administrative, operational, and project management support across the firm. This position requires exceptional organizational skills, attention to detail, sound judgment, and the ability to interact confidently and professionally with C-level executives, clients, partners, and internal stakeholders. The Executive Services Coordinator serves as a key point of contact for executive clients, manages critical firm processes and databases, coordinates client and candidate events, supports business development and marketing initiatives, and ensures that day-to-day operations run efficiently and seamlessly. This is a 100% remote/work-from-home role. THE KEY RESPONSIBILITIES Manage and coordinate the firm’s day-to-day administrative and operational activities. Oversee multiple databases and maintain accurate, timely records in Salesforce and Excel. Serve as a primary point of contact for executive clients, responding to questions and coordinating administrative requests with professionalism and discretion. Monitor client pipeline activity in Salesforce and coordinate client invoice requests with Accounting, including preparing and distributing related correspondence as needed. Coordinate, distribute, track, and assemble the firm’s client assessment instruments. Coordinate and manage firm meetings, client events, and other special programs from planning through execution. Lead the planning and execution of the firm’s six Board Essentials Symposium sessions, including invitations, confirmations, attendance tracking, Zoom logistics, presentation updates, guest speaker coordination, and post-event survey tracking. Design, edit, format, and maintain presentations, client materials, communications, and other resources for clients and partners. Maintain and update the Essex Client Directory, ensuring information remains accurate and current. Develop and execute client email campaigns and other communications as needed. Create, maintain, and update standard operating procedures (SOPs) to support consistency and operational efficiency. Provide administrative and project support to Essex and, as needed, Careerminds. Take on additional projects and responsibilities as required to support firm priorities and business needs. THE MUST-HAVES Minimum of five years of administrative experience at the executive level. Excellent written and verbal communication skills, with demonstrated experience interacting directly with clients, executives, and staff. Strong interpersonal skills and the ability to engage confidently and professionally with C-level executives and other senior-level stakeholders. Fluent with technology and able to quickly learn, adapt to, and effectively use new applications, systems, and tools. Comfortable orienting clients to company technology resources and providing one-on-one technology support. Thorough knowledge of general office practices, procedures, systems, and equipment. Advanced proficiency in Adobe, Microsoft Word, Excel, and Outlook. Experience with Salesforce and marketing campaign software such as Pardot, HubSpot, or similar platforms. Strong organizational skills and exceptional attention to detail. Demonstrated ability to effectively manage multiple tasks, projects, priorities, and deadlines. Ability to work independently, take initiative, exercise sound judgment, and follow through on assignments. Professional, service-oriented approach with the ability to build positive relationships with clients, executives, partners, and colleagues. THE NICE-TO-HAVES Associate or bachelor’s degree At Careerminds, we believe that diversity in thought and cultural background leads to better teams and stronger companies. We seek talented, qualified employees, regardless of race, color, sex/gender (including pregnancy, gender identity, and gender expression), national origin, religion, sexual orientation, disability, age, marital status, citizen status, veteran status, or any other protected classification under country or local law. Careerminds is proud to be an Equal Employment Opportunity Employer.