Executive Operations Coordinator

Executive Operations Coordinator

The Executive Operations Coordinator serves as a strategic partner to the Executive Leadership Team, helping drive organizational effectiveness through exceptional coordination, communication, meeting facilitation, and operational execution. This role combines executive support responsibilities with business operations management, ensuring leadership priorities are translated into action and key initiatives move forward efficiently.

The role is responsible for planning and coordinating executive meetings, developing agendas, preparing materials, capturing key decisions and action items, and driving follow-through across the organization. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable operating in a fast-paced environment. They excel at managing multiple priorities, coordinating cross-functional efforts, preparing executive-level communications and presentations, and ensuring accountability for business objectives and strategic initiatives.

Responsibilities:

• Provide direct support to the Executive Leadership Team by managing priorities, coordinating meetings, and ensuring efficient execution of leadership initiatives.
• Develop agendas for executive leadership meetings, business reviews, strategic planning sessions, and other key leadership forums to ensure productive discussions and alignment on priorities.
• Coordinate agenda topics, gather supporting materials, and partner with stakeholders to ensure leaders are prepared for decision-making and action planning.
• Attend executive and leadership meetings, capture detailed notes, document key decisions, and track action items through completion.
• Follow up with stakeholders across the organization to ensure accountability and timely execution of commitments.
• Assist in managing executive calendars, meeting logistics, and leadership communications as needed.
• Serve as a trusted partner to executive leaders by anticipating needs, identifying opportunities for improved coordination, and helping drive organizational effectiveness.

Requirements:

• Bachelor's degree in Business Administration, Communications, Management, Organizational Leadership, or a related field required.
• 35+ years of experience in business operations, executive administration, project coordination, chief of staff support, or a related role supporting senior leadership.
• Proven experience coordinating executive-level meetings, preparing agendas, documenting decisions, and driving action-item follow-up.
• Strong organizational and project management skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
• Exceptional written and verbal communication skills, including experience preparing executive presentations, reports, and business correspondence.
• Demonstrated ability to work effectively with senior leaders and maintain a high level of professionalism, discretion, and confidentiality.
• Strong attention to detail and commitment to accuracy in meeting documentation, communications, and project tracking.
• Ability to anticipate needs, identify potential challenges, and proactively develop solutions.
• Experience coordinating cross-functional initiatives and influencing stakeholders without direct authority.
• Advanced proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook, and Teams.
• Experience using project management, collaboration, and productivity tools such as Asana, Monday.com, Smartsheet, Jira, or similar platforms preferred.
• Strong analytical and problem-solving skills with the ability to synthesize information and present recommendations to leadership.
• Ability to thrive in a fast-paced, dynamic environment while maintaining composure and adaptability.
• Demonstrated ability to exercise sound judgment, prioritize competing demands, and manage sensitive information with discretion.

Preferred Qualifications:

• Experience supporting C-suite executives or executive leadership teams.
• Experience in strategic planning, business operations, program management, or organizational effectiveness initiatives.
• Background in meeting facilitation, process improvement, or operational excellence methodologies.
• Experience preparing executive dashboards, KPI reporting, and business performance reviews.
• Project Management certification (PMP, CAPM, or similar) is a plus.