Executive Business Coordinator

Job Description

Role Title: Executive Business Coordinator

Department / Seat Name: Sales

Reports To (LMA): Visionary

Job Type: W2; Full-Time

Pay Range: $45,000-$50,000

Location: Texas, United States; Hybrid

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Role Summary

The Executive Business Coordinator works directly for the CEO and keeps his schedule, communications, and sales administration running. The role manages the CEO's calendar, email, and travel; runs the shared sales and partner inboxes and the deal desk; handles RFP intake and portal administration; creates and maintains sales documentation, including contracts and SOWs; and supports LinkedIn, events, and marketing. The role is hybrid, based in the Southlake office two to three days a week, and represents the CEO directly with clients, partners, and event organizers.

Role Purpose

Give the CEO more time for relationships, selling, and leadership by making sure every meeting is set and prepared, every inbound request is answered on time, every sales document is accurate and current, and nothing falls through between inboxes.

Core Responsibilities

• Manage the CEO's calendar, email, and follow-ups, including scheduling meetings, sending introductions on his behalf, and confirming attendance.
• Plan travel and executive meetings end to end: flights, hotels, conference rooms, restaurant reservations, and written itineraries.
• Coordinate speaking engagements and panels as the point of contact for event organizers, including bios, headshots, and prep calls.
• Run the sales@ and partners@ shared inboxes, routing, answering, and closing requests within the response and resolution targets.
• Operate the deal desk: route pricing requests to the CEO for approval, track decisions, and return approved pricing to the requester within 24 hours.
• Create, maintain, and version-control sales documentation, including proposals, SOWs, sales contracts, and PandaDoc templates, and keep them organized in Google Drive.
• Prepare documents for the CEO's signature. Sign on his behalf only with his written approval for each specific document, and keep a record of that approval.
• Triage the bids@ inbox and RFP alerts, log opportunities in HubSpot, and track deadlines and pricing approvals with the RFP team.
• Administer RFP portals, procurement and vendor registrations, cooperative contract updates, and portal credentials in the company password manager.
• Keep HubSpot accurate: complete assigned tasks on time, log activity, and support lead tracking and reassignment.
• Schedule and support EOS meetings (L10s, Sales Huddle, quarterly reviews) and the CEO's 1:1s, including agendas and follow-up to-dos.
• Support partner onboarding, registrations, introductions, and demo calls.
• Draft and schedule LinkedIn posts, and assist Marketing with event registrations, attendee management, and marketing emails.
• Document processes and use AI and automation tools to reduce manual work in inbox, RFP, and document workflows.
• Handle research and purchasing requests as needed

• 3+ years as an executive assistant, executive coordinator, or sales/business operations coordinator, with at least some of that time supporting a C-level executive directly.
• Proven calendar, inbox, and travel management for a high-volume executive, including end-to-end trip planning and itineraries.
• Experience preparing and version-controlling business documents (proposals, SOWs, contracts) from templates, with strong attention to detail and accuracy.
• Working proficiency in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
• Hands-on CRM experience, preferably HubSpot: logging activity, managing tasks, keeping records clean.
• Strong written communication, with the judgment to write and respond on an executive’s behalf to clients, partners, and event organizers.
• Track record of handling confidential information with discretion.
• Ability to work against measurable SLAs (response times, turnaround times, task completion) and raise risks early.
• Able to work hybrid from the Southlake, TX office 2–3 days a week, attend in-person meetings in the DFW area, and support occasional early-morning, evening, or event needs on Central Time.

• Experience in B2B sales support, a deal desk, or sales operations, including routing pricing approvals.
• RFP or government contracting exposure: bid inbox triage, procurement portals, vendor registrations, cooperative contracts.
• PandaDoc or similar e-signature and proposal tools.
• Familiarity with EOS (L10s, Scorecards, quarterly sessions) or a similar operating cadence.
• Event and speaking-engagement coordination experience.
• LinkedIn content scheduling and basic marketing email tools.
• Comfort using AI and automation tools to streamline repetitive workflows, plus a habit of documenting processes.
• Background in cybersecurity, compliance, or professional services.
• Experience managing shared credentials through a password manager.

• Bachelor’s degree preferred, or equivalent professional experience.

Measurables

These are tracked weekly or monthly via the Scorecard:

Right Mindset & Cultural Fit

This role requires someone who consistently demonstrates:

• Owns follow-through: closes every loop without being reminded, and nothing drops between inboxes.
• Discretion and sound judgment: handles confidential information carefully and represents the CEO accurately.
• Anticipates needs: spots calendar conflicts, prep gaps, and deadlines before they become problems.
• Highly organized: keeps calendars, files, inboxes, and trackers in order so anyone can find what they need.
• Strong in documentation: creates and maintains clear, accurate, current documents, including sales contracts, SOWs, and process guides.
• Process and AI-minded: documents how work gets done and looks for ways to automate and improve it.

Misalignment Indicators

This seat is considered vacant or at risk if the person:

• Misses inbox, deal desk, or RFP SLAs repeatedly without raising the issue early.
• Needs reminders to close follow-ups or complete HubSpot tasks.
• Lets the CEO's calendar double-book, or sends him into meetings without the context he needs.
• Sends documents with errors, outdated terms, or the wrong version.
• Waits for direction instead of anticipating what is needed next.
• Is not consistently in the office or at in-person meetings as scheduled.

Grounds for Termination

This seat may be subject to termination for:

• Disclosing confidential company, client, or CEO information without authorization.
• Signing documents or committing the company on the CEO's behalf without his written approval.
• Misrepresenting the CEO's position, pricing, or commitments to clients, partners, or vendors.
• Mishandling passwords, credentials, or access to company systems and client portals.
• Falsifying records, expense reports, or scorecard data.
• Any other conduct that violates the RSI Employee Handbook or company policy and warrants termination.

Notes / Special Considerations

• Hybrid role: in the Southlake, TX office two to three days per week, and in person for client, partner, and executive meetings in the Dallas-Fort Worth area as scheduled.
• Works on Central Time, with occasional early-morning, evening, or event support around the CEO's schedule.

Important Notice to Job Applicants and Recruitment Agencies

Work Authorization & Visa Sponsorship RSI Security is currently unable to provide sponsorship for employment visa status (e.g., H-1B, TN, O-1, STEM OPT extensions, or Permanent Residency/Green Card sponsorship) for any position (except for our offshore contractor positions). All applicants must be currently authorized to work for any employer in the United States on a full-time, ongoing basis without the need for current or future employer immigration sponsorship

Unsolicited Agency & Staffing Submissions Policy RSI Security does not accept unsolicited resumes, candidate submissions, or profiles from recruiters, placement services, or staffing agencies.