Operations & Executive Coordinator

Job Description

Job Description

Description:

About the Role

Are you a natural connector, a master of organization, and a pro at keeping things running smoothly behind the scenes? We are looking for an Operations & Executive Coordinator to be the welcoming face and steady operational backbone of our organization.

In this dynamic role, you will split your time between acting as the primary ambassador for our headquarters, providing high-level support to our President & CEO, and keeping our daily office infrastructure humming. If you thrive in a fast-paced environment where no two days are alike, we want to hear from you!

Key Responsibilities

• Executive & Board Support: Manage the CEO's calendar, prepare briefing materials, and serve as the operational liaison for the Board of Directors (including scheduling, logistics, and meeting minutes).
• Front-Office Leadership: Be the welcoming first point of contact for guests, tenants, and callers; manage front-desk security, visitor logs, and public communication channels (phone and View email address on us.fitly.work).
• Office Operations & Facilities: Oversee day-to-day office workflows, manage vendor relationships, handle supply inventory, and optimize office systems for maximum efficiency.
• Cross-Functional Collaboration: Support finance and development teams by processing incoming mail, scanning donation checks, and assisting with donor acknowledgment workflows.
• Internal Communications: Coordinate staff announcements, assist with new employee onboarding, and help plan all-staff meetings and special events.

Requirements:

About the Ideal Candidate:

• Experience: Proven administrative, executive support, or office management experience in a fast-paced setting
• Communication Skills: Exceptional written, verbal, and interpersonal skills with a polished, professional demeanor
• Tech Savvy: Comfortable with office management software, executive calendars, digital communication channels, and board portals
• Discretion: High level of integrity when handling sensitive, confidential information and executive communications
• Problem Solver: Highly organized with a proactive approach to streamlining processes and anticipating needs
• Able to work in the office Monday through Friday, 8:30 am - 5:00 pm.

What We Offer:

• Generous PTO Policy
• 9 Paid Holidays
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Savings Accounts (HSA, FSA)
• Employer-Paid Life and Disability Insurance
• Voluntary (employee-paid) Life and Short-Term Disability Insurance
• 403(b) Retirement Savings plan
• Employee Assistance Program (EAP)
• Working Advantage/Tickets at Work benefit program
• 30% Employee Discount at Outfitters Thrift Store

**Families in Transition is an Equal Employment Opportunity Employer.**