Executive Operations Coordinator

About the Role

The Executive Operations Coordinator plays a vital part in providing structured and trustworthy support to the President, CTO, and leadership team within a dynamic healthcare-adjacent enterprise. Located onsite in Irving, TX, the position emphasizes managing executive schedules, facilitating leadership meetings, overseeing vendor administration and invoice processing, ensuring compliance follow-ups, and maintaining smooth operational workflows.

Primary Responsibilities

• Oversee and adjust calendars for executives, resolve appointment conflicts, and organize meeting logistics.
• Develop agendas, prepare meeting materials, draft recaps, and monitor follow-up tasks after leadership gatherings.
• Manage action items, deadlines, and repetitive operational workflows to ensure timely completion.
• Coordinate travel arrangements, meals, corporate events, merchandise distribution, and quarterly business updates as needed.
• Evaluate vendor performance, process monthly billing, and keep vendor and administrative documentation well-maintained.
• Assist with Vanta/SOC 2 compliance by tracking checkpoints, issuing reminders, confirming updates, and escalating overdue tasks.
• Maintain organization of SharePoint files, filing standards, and leadership-related documentation.
• Support onboarding schedules, office logistics, security protocols, and communication across affiliates.
• Propose enhancements to routine administrative and operational workflows.

Required Qualifications

• Minimum of three years supporting senior leadership in roles such as administrative assistant, coordinator, executive assistant, or operations support.
• Advanced expertise in Microsoft Word, Excel, PowerPoint, and Access.
• Comprehensive working knowledge of Microsoft 365 applications like Outlook, Teams, SharePoint, and OneNote.
• Strong capacity to monitor deadlines, deliverables, invoices, records, and follow-ups from various stakeholders.
• Exceptional organizational skills, attention to detail, effective written communication, and reliability.
• Exemplifies sound judgment, discretion, punctuality, and maintains a strong onsite presence.
• Thrives in a rapidly evolving small-business environment with frequently shifting priorities.

Ideal Competencies

• Highly organized and meticulous
• Proactive and resourceful in approach
• Dependable and responsible
• Flexible and adaptable when priorities change
• Professional and clear in internal and external communications
• Capable of identifying risks, gaps, and required actions promptly

Physical Demands

Reasonable accommodations can be provided to individuals with disabilities to fulfill essential job functions. The role entails extended periods of sitting and computer work, with occasional standing, walking, bending, kneeling, crouching, reaching, and lifting or moving items up to 30 pounds.

Benefits

• Health insurance offering multiple plan selections
• Dental insurance with several options
• Vision insurance covering various plans
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Student loan assistance initiatives
• Wellness and support programs
• Telemedicine services
• Health advocate resources
• Discount programs including fitness discounts