Operations Executive Assistant

Operations Executive Assistant

Strongward is a long-term disaster recovery organization. We exist to transform disaster from tragedy to strength, equipping hardest-hit homeowners and communities with the capacity to emerge stronger than before. Our services are currently offered across eight states in the South, with active rebuilding sites in New Orleans and communities across Florida.

Joining Strongward is more than just joining a workforce. Many organizations focus on the immediate aftermath, when attention and funding peak. Strongward is one of the few disaster recovery organizations built specifically for the long aftermath. We work in the silence after the cameras leave, and we stay until the work is done.

Position Summary

The Operations Executive Assistant provides high-level administrative, operational, and project coordination support to the Chief Operations Officer. This role manages executive scheduling, meeting preparation, stakeholder coordination, follow-up, operational records, reporting, budget tracking, and confidential communications. By anticipating needs, organizing priorities, maintaining accurate systems, and ensuring timely follow-through, this position enables the COO to focus on strategic decision-making while strengthening operational efficiency, cross-functional alignment, accountability, and execution of organizational priorities.

Key Responsibilities and Duties

Operational and Executive Support (50%)

• Manage the COO's calendar, inbox, travel, and daily priorities; anticipate scheduling conflicts, protect time for high-priority work, and ensure the COO is prepared for meetings, decisions, and deadlines.
• Serve as a trusted liaison for internal and external stakeholders, screening requests, coordinating follow-up, and escalating issues that require the COO's attention.
• Prepare agendas, briefings, meeting materials, minutes, action item trackers, presentations, and follow-up communications for board, executive, and cross-functional meetings.
• Maintain organized records, confidential files, operational documents, administrative systems, and standard operating procedures to ensure accurate information, efficient workflows, and strong internal coordination.

Performance Reporting and Budget Support (30%)

• Maintain tracking systems for operational commitments, decisions, deadlines, and action items, ensuring follow-through to completion.
• Support monitoring of programs, projects, initiatives, and operational budgets, including expense tracking, budget updates, and adherence to approved spending plans.
• Coordinate invoices, purchasing documentation, reimbursements, and expense reports, ensuring accuracy, timeliness, and appropriate approvals.

Communication and Confidentiality (20%)

• Act as a central communications point for the operations team, ensuring timely, professional, and accurate coordination with internal and external stakeholders.
• Draft, edit, and coordinate correspondence, presentations, talking points, and other communications on behalf of or in support of the COO.
• Exercise sound judgment and discretion when handling sensitive information, personnel matters, organizational priorities, and confidential records.

Scope of Authority

• Makes routine administrative and coordination decisions within established policies, procedures, and priorities; escalates sensitive, high-risk, or strategic matters to the COO.
• Supports budget monitoring, purchasing documentation, invoices, reimbursements, and expense tracking without independent budget approval or contracting authority unless specifically delegated.
• Coordinates timelines, follow-up, and deliverables across teams and vendors on behalf of the COO, ensuring accountability without formal supervisory responsibility.
• Handles confidential operational, financial, personnel, and organizational information with discretion and in alignment with Strongward policies and applicable legal requirements.

Other Duties as Assigned

Requirements and Qualifications

• Education: Bachelor's degree in business administration, nonprofit management, operations, finance, or a related field preferred; equivalent experience may be considered.
• Experience: Typically requires 35 years of progressively responsible experience providing executive-level administrative support, preferably supporting a C-suite or senior leader. Experience should include managing complex calendars, preparing meeting materials, coordinating projects, tracking action items, supporting confidential communications, and contributing to cross-functional operational initiatives.
• Administrative and Communication Skills: Strong organization, prioritization, written communication, meeting preparation, follow-up, and stakeholder coordination skills.
• Project and Financial Skills: Ability to track timelines, milestones, budgets, expenses, action items, and performance indicators with accuracy and attention to detail.
• Technical Skills: Proficiency with Microsoft Office, cloud-based collaboration tools, scheduling systems, data management platforms, and reporting tools.
• Professional Judgment: Demonstrated ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment.
• Special Requirements: Background Checks: Mandatory checks (e.g., criminal background, drug screening); Legal Work Authorization: Residency or citizenship requirements; SBP Standard - Pass a criminal history check to include National Sex Offender Registry, State, and FBI

Salary Range: $59,000 - $79,000

Strongward is building a team from a broad range of backgrounds. We love fresh perspectives and we know our teams grow stronger when they include different experiences. We adhere to all relevant employment laws and never discriminate in our hiring. By welcoming people from varied backgrounds, we spark new ideas and are better prepared to support the communities we serve.

Strongward is an equal opportunity employer. All applicants will be considered without discrimination on the basis of race, color, sex, sexual orientation, pregnancy, religion, age, national origin, genetic information, disability, military status, familial status, political affiliation, or any other characteristic protected by law.