Program & Executive Coordinator
Hybrid in San Diego, CA or 100% Remote · Contractor · Hours 20-25/week · reports to the CEO/Founder
We are a boutique leadership coaching and consulting firm working with senior leaders and executive teams. We are hiring a coordinator to run the day-to-day administration of our client engagements and to support the CEO directly.
This is a hands-on execution role. The work includes scheduling, coordination, platform administration, recurring reporting, and producing client-ready materials accurately, on time, and visibly, in a small firm that communicates closely day-to-day.
Reporting and working relationships. You report to the CEO/Founder, managing her scheduling and client communication as well as all administration of her 1:1 coaching engagements. You also work daily with our Operations Manager to execute group programs and collaborate on client-facing materials. Consultants and coaches manage their own scheduling and client communication, and you will provide limited administrative support for their engagements.
Role Description
What you'll own
● Executive support to the CEO
● Manage a complex calendar; surface and resolve conflicts the same business day
● Coordinate logistics for client sessions, virtual and in person, confirmed to all attendees at least three business days ahead
● Run your weekly 1:1 meetings with the CEO: agenda built in ClickUp at least one day before the meeting with the current task list, overdue items, decisions needed. Rather than catching up in real time, you will be running the meeting and filling her in on project statuses and what’s on the horizon.
● Proactively track the CEO’s upcoming client meetings, creating meeting agendas and materials in advance
1:1 coaching engagement coordination
● Act as scheduler and day-to-day contact for the CEO's 1:1 engagements
● Track engagements through ClickUp: tasks marked complete the same day the work goes out
● Run client assessments, debriefs, and session workflows to the documented sequence
● Flag any engagement that slips its timeline within 1-2 business days
● Group program/workshop administrative tasks
● Serve as day-to-day contact for program sponsors, with the Operations Manager copied on emails
● Execute program tasks as assigned in ClickUp, to the dates set in the SOW
Assessment platform administration
● Gallup: order, distribute, track completion, chase non-responders, deliver results on schedule
● EchoSpan: project setup, rater management, reminders, report generation
● Experience working in Gallup and/or EchoSpan is a plus, but we will train the right candidate.
Recurring operations
● Reports, invoicing inputs, and hours reports out on the 1st, 15th, and 30th
● Travel and expense documentation filed within five business days
● Client files named and filed to company conventions
Limited content production
● Upon request, build decks, reports, and coaching materials in PowerPoint, Google Slides, and Canva, working from existing brand templates and AI projects, not designing anything new
● First draft submitted to the Operations Manager for review within three business days of brief unless otherwise agreed
● Drafts arrive at 90%: complete, proofread, on-template, with no placeholder text
What this role does not own
Stated so there is no ambiguity about where the boundaries are:
● Sales and incoming business, including sales calls, proposals, pricing, MSAs and SOWs
● ClickUp configuration, list setup, task assignment, and program timelines
● Project management of group programs and workshops; you will support these engagements in an execution role.
● Supervision of consultants or coaches
● Consulting or coaching delivery
What we're looking for
● 3–5+ years in executive support, engagement coordination, or program administration, ideally in professional services
● Demonstrated fluency in a project management platform; ClickUp strongly preferred
● Strong production work in PowerPoint, Google Slides, and Canva — working accurately to an existing template, not designing from scratch
● Write clearly in your own voice. Comfortable using AI tools as a drafting aid, and able to judge and edit the output before anything is shipped
● Professional presence with senior client contacts
● Professional presence and communication internally, owning mistakes proactively and bringing solutions when flagging any problems
● Ideally someone based in San Diego, California with availability for occasional in-person workdays, making this a hybrid role.
● Open to the right candidate who is fully remote as long as they’re available during US Pacific business hours, with 90% of hours overlapping the CEO's working day (9:00 a.m. - 5:00 p.m. PT)
How we work
● ClickUp is the system of record. Work that isn't in ClickUp doesn't exist.
● Google Docs is our home for internal and client documents.
● Most of our clients work in Microsoft/Teams, so you should have some familiarity with those applications.
● We communicate via Slack for internal discussions.
● We use Claude and ChatGPT, but apply rigor and judgment before shipping AI-generated content to clients, giving it a heavy human touch, whether decks or everyday emails.
● A meeting’s owner comes prepared with an agenda and a proposed answer for any issues, not just the problem.
● We set weekly deadlines for our client projects and flag missed ones immediately.
● Communicate when something is outside your scope, beyond your capacity, or when you need help. We are a supportive team of women who help each other perform at our highest level.
You’ll love this role and thrive in it if:
● You take pride in bringing your A-game and becoming indispensable.
● You work carefully and have a high level of attention to detail and nuance.
● You can track multiple projects and responsibilities while maintaining a consistently high level of execution and organization across all of them.
● You have strong written and verbal communication and enjoy working on a mostly remote team.
● You are proactive, self-led, and don’t need a hands-on supervisor in order to prioritize or complete your work.
● You consider yourself someone who can solve problems and figure things out, and you upskill to keep up with any new technology needed for your job.
● You want to work in a female-founded, female-led business that helps professionals operate at their highest levels of performance.
● You have a sense of humor and love seeing your coworkers’ dog pictures posted in Slack.
Terms
● Contractor. 20-25 hours per week. Rate range $40-45/hour.
● Scope and hours may grow as the firm grows. This is a coordination and operations role; it is not a track into coaching or consulting delivery.
To Apply
Please submit your resume and answers to a few brief questions via this Google form. You can also email your resume and responses to emily@kkmleadership.com.