Executive Operations Coordinator

About Jean Kristensen Associates

Jean Kristensen Associates, LLC (JKA) is a growing consulting and advisory firm dedicated to enhancing organizational effectiveness, improving supplier diversity programs, and producing impactful results for government agencies, transportation authorities, corporations, and small businesses.

Role Overview

The Executive Operations Coordinator will be a central figure responsible for organizing, executing, and supporting the CEO and leadership team. This person will thrive in problem-solving and bringing clarity to complex situations, enabling the executive to concentrate on strategic objectives.

Key Responsibilities

• Manage CEO's calendar, schedule meetings, and prepare detailed agendas and materials.
• Draft professional correspondence and ensure follow-ups on key action items.
• Coordinate proposals, contracts, and onboarding processes for consultants.
• Organize and maintain SharePoint, Microsoft Teams, and essential business documentation.
• Create and maintain templates, standard operating procedures, and track project milestones and deadlines.
• Assist with internal workflow and operational management.
• Manage marketing efforts including LinkedIn content scheduling, webinar/workshop logistics, website updates, mailing lists, and event registrations.
• Support business systems including Microsoft 365 (Outlook, Teams, SharePoint, Forms), Calendly, Salesforce, and utilize AI tools like ChatGPT and Microsoft Copilot to enhance operational efficiency.

Expectations for Success

• Keep executive priorities organized and on track within first six months.
• Ensure internal systems are well-structured and user-friendly.
• Guarantee smooth execution of meetings, workshops, and client engagements.
• Coordinate proposals and onboarding processes efficiently.
• Deliver consistent and timely marketing communications.
• Enable CEO to allocate more time toward clients and business development by reducing administrative workload.

Required Qualifications and Skills

• 3–5 years of experience in executive support, operations, or project coordination.
• Strong organizational abilities and excellent time management.
• Effective written and verbal communication skills.
• Advanced proficiency with Microsoft 365 suite.
• Experience using SharePoint, Teams, and Outlook.
• Comfortable adopting new technologies and AI tools.
• Ability to manage multiple projects with precision.
• Professional discretion in handling confidential information.

Additional Skills (Preferred)

• Familiarity with Salesforce, Canva, Constant Contact, or other business platforms is advantageous but not mandatory.

Personal Traits

• Self-initiated and proactive approach without need for constant supervision.
• Enjoys organizing information and refining processes.
• Detail-oriented with a commitment to accuracy.
• Open to continuous learning and embracing technology advancements.
• Dependable, resourceful, and forward-thinking.
• Desire to grow alongside a mission-focused consulting firm.

Why Join Us?

This role presents the chance to work closely with the founder of a growing consultancy where your impact is immediate. You will gain insights into executive leadership, public-sector consulting, business development, organizational strategy, and emerging technologies while contributing to systems that support sustainable growth. If you want to make a difference beyond day-to-day tasks, this opportunity is for you.