Executive Operations Coordinator

Position Summary

The Executive Operations Coordinator provides comprehensive administrative, operational, and organizational support to senior leadership and key organizational functions. This role is responsible for supporting daily office operations, managing schedules and travel, coordinating meetings and events, preparing documents and presentations, maintaining records, and assisting with special projects.

The successful candidate is highly organized, detail-oriented, proactive, and professional, with strong communication and business writing skills. The role requires discretion, sound judgment, and the ability to manage multiple priorities in a collaborative, service-oriented environment.

Key Responsibilities

Office Administration

• Provide administrative support to leadership and administrative functions.
• Assist with expense tracking, invoice processing, and account reconciliations.
• Communicate office updates, policies, meeting information, facility notices, visitor announcements, and holiday schedules to staff.
• Support day-to-day office operations, including:
  • Coordinating office procedures and administrative processes.
  • Maintaining clean, organized, and functional shared workspaces.
  • Managing office supply inventory and purchasing.
  • Coordinating shipping, mail distribution, and large-scale mailing projects.
  • Maintaining office calendars and tracking staff schedules, travel, and leave requests.
• Serve as a liaison with building management and facility service providers.
• Coordinate vendor services, equipment maintenance, and procurement activities.
• Organize catering, meetings, and workplace events as needed.
• Maintain electronic and physical filing systems.
• Prepare, edit, and format documents, spreadsheets, presentations, reports, and correspondence.

Executive Support

• Provide administrative support to senior leadership, including:
  • Coordinating domestic and international travel arrangements.
  • Processing expense reports and supporting documentation.
  • Preparing and formatting presentations, reports, and business documents.
  • Reviewing and proofreading correspondence and communications.
  • Tracking projects, action items, and deadlines.
  • Managing calendars, meetings, and scheduling logistics.
  • Handling sensitive and confidential information with discretion.

Meeting & Committee Support

• Maintain records, contact lists, schedules, timelines, procedures, and historical documentation for leadership groups and committees.
• Prepare materials for virtual and in-person meetings, including agendas, presentations, scripts, and meeting packets.
• Coordinate meeting logistics, technology support, attendance tracking, and presentation management.
• Record, transcribe, and prepare meeting minutes and summaries.
• Maintain and update organizational handbooks, reference materials, and governance documents.
• Travel occasionally to support conferences, meetings, and organizational events.

Qualifications

Required

• Bachelor's degree in Business Administration, Communications, Management, or a related field, or equivalent professional experience.
• Three or more years of administrative, executive support, office management, or related experience.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Preferred

• Experience supporting senior leaders, boards, committees, or executive teams.
• Experience coordinating domestic and international business travel.

Skills & Competencies

• Strong written and verbal communication skills, including business writing, proofreading, and editing.
• Exceptional organizational and time-management abilities with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Sound judgment, professionalism, and the ability to maintain confidentiality.
• Strong technology skills, including troubleshooting basic office technology, presentation software, and virtual meeting platforms.
• Customer service mindset with a proactive and solutions-oriented approach.
• Ability to collaborate effectively across teams and build positive working relationships.