Executive Business Coordinator - RSI Security

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

Required