Executive Operations Coordinator

Role Overview

We are looking for a highly organized and proactive Executive Operations Coordinator to offer executive and operational assistance to senior leadership. This position is integral to ensuring the seamless day-to-day functioning of business operations by managing complex calendars, coordinating administrative tasks, and collaborating across various departments. The ideal candidate will support organizational efficiency and assist leadership in a dynamic and fast-moving work environment.

Key Responsibilities

• Oversee intricate executive schedules, arrange travel plans, and adapt to shifting priorities.
• Organize and coordinate both internal and external meetings, including preparing agendas, managing logistics, assembling presentation materials, recording minutes, and tracking follow-up actions.
• Manage invoice processing and approvals, handle vendor and professional service invoices, and keep accurate documentation.
• Review and coordinate operational requests internally, ensuring completeness of required information before forwarding for approval.
• Create reports, presentations, dashboards, and other business documents to aid operational activities and assist leadership in decision-making.
• Organize and maintain shared resources, templates, organizational documents, and frequently used materials.
• Collaborate with cross-functional teams to monitor action items, project progression, and critical deliverables.
• Support logistics and planning for team meetings, workshops, offsite events, and department initiatives.
• Identify and implement improvements to administrative processes to enhance operational efficiency.
• Manage confidential and sensitive information with professionalism, discretion, and sound judgment.

Qualifications and Profile

• At least 3 years experience as an Executive Assistant, Executive Coordinator, Business Operations Support, Office Manager, or a similar capacity.
• Exceptional organizational and time management abilities capable of juggling multiple priorities simultaneously.
• Strong communication skills and ability to manage stakeholders effectively.
• Proficiency in Microsoft Office, Google Workspace, and contemporary workplace collaboration tools.
• Keen attention to detail paired with a proactive and solution-driven approach.
• Ability to perform well under pressure in a fast-paced setting while maintaining accuracy and professionalism.
• Highly reliable, detail-focused, and well-organized.
• Resourceful and forward-thinking with a knack for anticipating business requirements.
• Capable of working independently and coordinating with diverse internal stakeholders.
• Adaptable to shifting priorities and maintains composure under pressure.
• Driven by a passion for process improvement, establishing order, and enabling teams to excel efficiently.