Operations Coordinator

Benefits We Offer:

• 100% Medical, Dental & Vision Coverage for Employees
• Paid Time Off and Paid Holidays
• 401K match up to 5%
• Educational Benefits for Career Growth
• Employee Referral Bonus
• Flexible Spending Accounts: Healthcare (FSA)
• Parking Reimbursement Account (PRK)
• Dependent Care Assistant Program (DCAP)
• Transportation Reimbursement Account (TRN)

Position Summary

The Executive Operations Coordinator provides comprehensive administrative and operational support to senior executive leadership. This role manages complex calendars, facilitates clear and timely communications, coordinates meetings and logistics, supports special projects, and drives process improvements that enhance overall organizational efficiency.

Scope of Work

The Coordinator independently furnishes the administrative expertise, coordination, and follow-through needed to support one or more executive principals. Core areas of responsibility include:

• Managing complex executive calendars, including scheduling, rescheduling, and prioritising meetings as organisational priorities shift.
• Facilitating executive communications and correspondence on behalf of leadership.
• Coordinating meeting logistics, from initial request through completion, and preparing supporting materials.
• Independently managing special projects assigned by executive leadership.
• Identifying and implementing process improvements to enhance operational efficiency.
• Providing travel coordination support as needed.
• Serving as the primary administrative point of contact, ensuring all activities comply with applicable standards and guidelines.

Key Responsibilities

Executive Calendar Management

• Manage complex executive calendars for one or more principals, including scheduling, rescheduling, and prioritising meetings based on changing organisational priorities.
• Coordinate internal and external meetings involving senior leadership, partner organisations, and other stakeholders.
• Evaluate scheduling conflicts and independently recommend solutions to maximise executive efficiency.
• Prepare daily and weekly calendar briefings, ensuring principals are informed of schedule changes and logistical requirements.
• Coordinate conference rooms, virtual meeting platforms, and hybrid meeting logistics.

Executive Communications

• Draft, edit, and transmit correspondence on behalf of principals, including meeting requests, information requests, and follow-up communications.
• Monitor incoming requests requiring executive attention, route inquiries to appropriate staff, and track responses to ensure timely follow-up.
• Develop standardised communication templates to improve consistency and efficiency.

Meeting Coordination and Executive Operations

• Develop and maintain standardised meeting intake processes, templates, and tracking systems.
• Coordinate meeting logistics from initial request through completion.
• Prepare meeting agendas, briefing materials, attendee lists, biographies, and supporting documentation.
• Attend meetings as requested to record minutes, summarise discussions, capture action items, and monitor follow-up activities.
• Prepare meeting summaries and distribute action items to participants.

Executive Accompaniment and On-Site Coordination

• Accompany principals to meetings as requested to provide logistical coordination, ensure schedule adherence, and facilitate transitions between meetings.
• Coordinate last-minute schedule adjustments while principals are engaged in meetings.
• Serve as liaison between executive leadership and meeting organisers regarding timing, logistics, and required materials.

Operational Coordination and Special Projects

• Independently coordinate special projects assigned by executive leadership, which may include developing project plans and timelines, coordinating meetings and workgroups, and preparing agendas and briefing materials.
• Prepare presentations, spreadsheets, reports, dashboards, and tracking documents.
• Conduct research and compile information from multiple sources.
• Monitor project milestones and follow up on outstanding actions.
• Maintain project documentation and provide status updates to executive leadership.

Process Improvement and Organizational Effectiveness

• Proactively identify opportunities to improve administrative and operational processes.
• Develop and maintain Standard Operating Procedures (SOPs), workflows, templates, and guidance documents that improve organisational efficiency.
• Recommend improvements to scheduling practices, communications, information management, and meeting coordination.
• Develop tracking systems for recurring organisational activities and executive priorities.

Relationship Management and Organizational Coordination

• Develop and maintain collaborative working relationships across the organisation and with external partners to facilitate efficient coordination of executive activities.
• Serve as a primary administrative point of contact for executive scheduling and operational coordination.
• Coordinate with other leadership offices to resolve scheduling conflicts and facilitate executive engagements.

Travel Coordination

• Coordinate executive travel as required, including preparation of itineraries, travel summaries, agendas, and supporting documentation.
• Coordinate travel logistics with appropriate administrative offices.

Administrative Support

• Maintain administrative files, electronic records, correspondence, and tracking systems.
• Develop spreadsheets to analyse operational data.
• Create and maintain presentations, reports, briefing books, and other presentation materials.
• Coordinate printing, scanning, electronic document management, and records retention activities.
• Maintain administrative databases and tracking systems.
• Perform other administrative and operational duties consistent with executive support services.

Qualifications

Education & Certifications

• Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or a related field preferred.
• Four (4) years of progressively responsible executive administrative support experience may substitute for a bachelor's degree.

Experience

• Minimum of five (5) years supporting senior executives or executive leadership in a complex organisational environment.
• Demonstrated experience managing multiple competing priorities with minimal supervision.
• Experience coordinating executive calendars involving numerous internal and external stakeholders.
• Experience preparing executive correspondence, meeting summaries, and briefing materials.
• Experience developing presentations, spreadsheets, reports, and tracking systems.
• Experience handling confidential and sensitive information while exercising sound judgement and discretion.
• Experience improving business processes and developing administrative procedures.

Skills

• Executive calendar management
• Executive communications and correspondence
• Meeting planning, coordination, and facilitation
• Meeting minutes and executive summaries
• Organisational planning and prioritisation
• Project coordination
• Process improvement and SOP development
• Relationship management and customer service
• Executive briefing preparation
• Analytical and problem-solving skills
• Travel coordination
• Records management

Software & Tools

• Microsoft Outlook, Teams, Word, Excel, and PowerPoint
• SharePoint
• Adobe Acrobat
• Other standard administrative and productivity systems as required