Executive Operations Coordinator

Executive Operations Coordinator

Location: Plano, TX (Onsite)
Schedule: Full-Time | Monday-Friday

About the Role

We are seeking a highly organized, proactive, and resourceful Executive Operations Coordinator to support executive priorities and help keep a growing engineering consulting firm operating efficiently. This is an exciting opportunity for an experienced professional who enjoys creating structure, improving processes, and making a meaningful impact on the day-to-day success of a growing business.

This role is much more than a traditional Executive Assistant position. It combines executive support with operational coordination and process improvement, offering the opportunity to become a key contributor to the organization's continued growth. Success in this role requires someone who is comfortable working alongside a highly engaged executive, can anticipate needs before they arise, and takes pride in creating the organization and operational efficiency that allows leadership to focus on strategic initiatives.

If you thrive in a fast-paced environment, enjoy taking ownership, and naturally think several steps ahead, this is an opportunity to make a lasting impact.

Responsibilities

• Manage a high-volume Outlook inbox by prioritizing, organizing, and redirecting communications appropriately.
• Coordinate and maintain a complex executive calendar, balancing meetings, travel, deadlines, and shifting priorities.
• Serve as the primary point of coordination for executive scheduling, communications, and daily workflow management.
• Screen incoming requests, prioritize competing demands, and ensure timely follow-up.
• Coordinate travel arrangements, meetings, agendas, presentations, and executive logistics.
• Track action items, deadlines, and ongoing projects to ensure initiatives stay on schedule.
• Assist with onboarding, hiring coordination, licensing, documentation, and administrative operations.
• Develop and maintain organized filing systems, workflows, and standard operating procedures.
• Identify opportunities to improve business processes and operational efficiency.
• Support special projects and cross-functional initiatives across the organization.
• Handle confidential information with professionalism, discretion, and sound judgment.

Qualifications

• 5+ years of experience supporting senior executives, business leaders, or operations.
• Previous experience as an Executive Assistant, Executive Coordinator, Executive Operations Coordinator, Business Administrator, or similar role.
• Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Exceptional organizational, time management, and multitasking skills.
• Outstanding written and verbal communication abilities.
• Strong attention to detail with excellent follow-through.
• Self-motivated and comfortable working independently with minimal direction.
• Demonstrated ability to anticipate needs, prioritize effectively, and adapt to changing business demands.
• Experience within engineering, consulting, construction, manufacturing, or another professional services environment is preferred.
• Familiarity with AI productivity tools or workflow automation is a plus.

The Ideal Candidate

The ideal candidate is someone who enjoys bringing structure to a dynamic environment and takes pride in helping executives operate at their highest level. You don't simply react to requests-you anticipate what's needed, create solutions before problems arise, and proactively keep priorities moving forward.

You are someone who can:

• Keep executive priorities organized while ensuring nothing falls through the cracks.
• Protect executive time by managing calendars, meetings, travel, and competing priorities.
• Confidently prioritize, redirect, and manage communications with professionalism and discretion.
• Take ownership of administrative and operational responsibilities with minimal direction.
• Build systems and processes that improve organization, communication, and efficiency.
• Anticipate needs before they arise and proactively solve problems.
• Support the continued growth of the business by creating the operational capacity that allows leadership to focus on strategic initiatives.
• Build trust through reliability, sound judgment, and consistent execution.

Why Join Us?

This is much more than a traditional administrative position-it's an opportunity to become a strategic operational partner within a growing engineering consulting firm. You'll play an important role in improving how the business operates by creating organization, building efficient processes, and helping ensure executive priorities remain on track.

Your success will be measured not only by your ability to manage calendars and communications, but by how effectively you anticipate needs, streamline operations, and create the structure that enables the business to continue growing. If you're someone who enjoys taking ownership, thinking ahead, and making a meaningful impact behind the scenes, you'll find this to be a highly rewarding opportunity with room to grow alongside the organization.

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