Executive Business Coordinator

Job Description

Job Description

Salary :

PURPOSE OF THE POSITION

Melroc Group is a Rochester, New York-based Family Office focused on investing in mid-market business and property developments. Our globally integrated teams leverage deep vertical expertise and partner with management teams worldwide to accelerate growth through digitization, innovation, and human capital.

As an Executive Business Coordinator, you play a critical role in supporting the Global CEO and ensuring the smooth operation of their daily activities. You are entrusted with managing various administrative tasks, coordinating schedules, and facilitating effective communication within the organization and with external stakeholders. You will serve as a vital link between the executive, their teams, and other departments, ensuring that information flows seamlessly, and deadlines are met.

Additionally, the Executive Business Coordinator will embody the corporate identity of Melroc Group and be able to promote its values, ethics, and opportunities in its member businesses. This extension of brand ambassadorship will espouse the Melroc Group methodology of business to support the recruitment and coaching of aligned key players for member businesses.

KEY EFFECTIVENESS AREAS & RESPONSIBILITIES

Key Responsibilities :

Calendar Management : Proactively manage and maintain executives calendars, scheduling appointments, meetings, and travel arrangements, considering priorities, time zones, and potential conflicts. Coordinate with internal and external parties to ensure smooth scheduling and attendance.

Communication and Correspondence : Handle incoming and outgoing communications on behalf of executives, including phone calls, emails, and other forms of correspondence. Filter and prioritize messages, responding or redirecting as appropriate. Prepare and proofread reports, presentations, and other documents as needed.

Information Management : Maintain confidential and sensitive information, ensuring proper storage, organization, and retrieval. Conduct research, compile data, and prepare reports or briefs for executives, assisting them in making informed decisions.

Meeting and Event Coordination : Arrange and coordinate executive-level meetings, conferences, and events. Attend meetings, take minutes, and follow up on action items to ensure effective execution.

Travel and Logistics : Plan and coordinate complex travel arrangements, including flights, accommodations, and transportation, considering preferences, itineraries, and budgetary guidelines. Prepare detailed travel itineraries.

Relationship Management : Build and maintain strong professional relationships with internal teams, external partners, clients, and stakeholders. Serve as a point of contact and liaison between executives and various stakeholders, ensuring clear and timely communication

Administrative Support : Assist executives with administrative tasks, such as expense management, budget tracking, and file organization. Prioritize and handle multiple projects simultaneously, ensuring deadlines are met, and deliverables are of high quality.

Financial Acumen : Ability to navigate and understand bank accounts, basic financial statements, invoices, and tax statements, as well as prepare check runs.

Problem-Solving and Decision Support : Anticipate potential issues, identify solutions, and provide recommendations to executives.

Shareholder Meeting Support : Oversee preparation of board packs and coordination of schedules to set up board meetings for member companies.

Human Resources : Provide HR support for member companies, including Rocrents Heavy Equipment and OX Tools USA, with tasks such as processing weekly payroll, recruitment, and onboarding of new employees; benefits management in collaboration with benefits broker and HRIS management; document management support to for member companies, including employee handbooks, offer letters and onboarding process; and collaborating with external resources, such as legal counsel and HR Consultants.

Human Capital : Assisting executive management teams in recruiting and retaining key individuals in member companies to enable them to grow and scale.

General Duties

As an Executive Business Coordinator and HR professional, confidentiality is paramount. Understand and maintain confidentiality relating to all business activities, especially relating to personal employee information, member company information and compensation related details. Any breach of trust will be regarded seriously & addressed in an appropriate manner by the management team.

Abide by the Melroc Group confidentiality agreement

Be accountable for your time.

Email & phone calls must be responded to promptly.

Manage time in an effective manner, such that all tasks are done in specific and agreed time frames each day.

SELECTION CRITERIA

Preferred knowledge :

Experience in a people management / administrative discipline.

Highly professional character and presence on all activities.

Understanding the basic principles for business success and the importance of having the right people in the right role.

Proficient in Microsoft Office suite of products.

Minimum 3 years experience in Admin / HR.

Personal attributes :

Honest and trustworthy;

Respectful;

Possess cultural awareness and sensitivity;

Flexible; and

Professional presentation.