Executive Assistant & Business Coordinator @ Global Data Systems

POSITION SUMMARYThe Executive Assistant & Business Coordinator provides comprehensive administrative support to the GDS Executive team while coordinating the day-to-day operations of the corporate office. This role blends traditional executive support with cross-functional coordination across Accounting and Marketing. The position requires a polished, proactive professional who can manage competing priorities, maintain a high level of discretion when handling confidential information, and serve as a trusted point of coordination across departments, vendors, and external stakeholders.ESSENTIAL DUTIES AND RESPONSIBILITIESThe essential functions include, but are not limited to the following:Executive and Office Coordination (Primary)Provides direct administrative support to the CEO & President and broader Executive team, including calendar management, travel coordination, expense reporting, and meeting preparation.Serves as the front-office point of contact for GDS — greets visitors, manages incoming calls and correspondence, and ensures a professional and welcoming office environment.Coordinates executive meetings, board prep materials, and offsite logistics; takes minutes as requested and tracks action items to completion.Coordinates day-to-day office operations including supplies, vendor relationships, facilities, mail and shipping, and conference room scheduling.Maintains strict confidentiality and exercises sound judgment in handling sensitive business, personnel, and financial information.Drafts, formats, and proofreads correspondence, presentations, and internal communications on behalf of the Executive team.Marketing Support (Assist)Provides oversight of the company's social media posting cadence — coordinates with internal stakeholders and external agency partners to ensure content is timely, on-brand, and properly approved.Coordinates ordering, inventory, and distribution of GDS-branded swag, apparel, and promotional materials.Coordinates company events including customer appreciation events, trade shows, holiday gatherings, team functions, and community sponsorships — from logistics and vendor selection through day-of execution.Maintains the marketing supplies inventory and tracks event budgets in partnership with the VP of Sales and Marketing.Accounting Support (Assist)Partners with the Financial Controller on day-to-day accounting tasks as needed, including AP/AR data entry, invoice processing, expense report review, and vendor onboarding.Assists with credit card reconciliations, receipt collection, and documentation to support month-end close.Helps maintain organized financial records and supports audit preparation activities.Coordinates with Human Resources on payroll-related administrative items as requested.
MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)Three or more years of progressive experience in an Executive Assistant or hybrid administrative/coordination role supporting senior leadership.Exceptional organizational skills with the demonstrated ability to manage multiple priorities across executives and functional areas.Strong written and verbal communication skills, with the ability to represent GDS professionally to internal and external audiences.Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).Demonstrated discretion and professionalism in handling confidential business, personnel, and financial information.Ability to work independently, anticipate needs, and take initiative without close supervision.Working knowledge of basic accounting workflows (AP/AR, expense management); prior experience with accounting software such as QuickBooks, NetSuite, or Sage preferred.Experience coordinating marketing activities, vendor management, or event planning preferred.Familiarity with business use of social media platforms (LinkedIn, Facebook, Instagram) preferred.Ability to define problems, collect data, establish facts, and draw valid conclusions.Bachelor's degree or equivalent combination of education and professional experience preferred.A current driver's license is required as the individual may be required to drive either a company vehicle or their own vehicle to vendor locations, event venues, or company locations as business demands.Personal AttributesDiscreet: Operates with a high level of discretion and confidentiality. This role has frequent exposure to sensitive financial, personnel, and strategic information, and trustworthiness is non-negotiable. A Non-Disclosure Agreement, executed by both parties, is required.Resourceful: Finds answers and solutions without waiting to be told.Detail-oriented: Catches the small things before they become big things.Approachable: A natural connector across departments and external partners.Adaptable: Shifts gears smoothly between an executive's calendar, a vendor invoice, and a booth setup for a trade show.