Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator In-Office Position in Richmond, VA About Us Dotted Line is an award-winning, strategically inspired agency that helps ambitious organizations multiply their potential through strategy, creative, media, and communications. Recognized as a Top Workplace in Virginia, we partner with growth-minded organizations to solve complex business challenges and create meaningful impact. Our team members love working here because of our clear vision, strong culture, collaborative process, investment in personal and professional development, and commitment to excellence. As we continue to grow, we are looking for exceptional people who thrive in fast-paced environments, enjoy solving problems, and want to play an important role in helping both our clients and our team succeed. About You You are highly organized, proactive, and dependable. You love creating order from complexity and take pride in making sure things get done. You are the person people rely on because nothing falls through the cracks. You anticipate needs before being asked, communicate clearly, and are comfortable managing multiple priorities simultaneously. You enjoy working behind the scenes to help leaders and teams operate at their highest level. You are equally comfortable coordinating a leadership meeting, managing a complex calendar, supporting a hiring process, organizing a team event, or ensuring an important deadline is met. You likely have: 3+ years of experience supporting executives, leadership teams, or business operations Experience managing calendars, meetings, travel, and executive communications Exceptional organizational and project coordination skills Strong written and verbal communication abilities High attention to detail and follow-through The ability to handle confidential information with professionalism and discretion Experience with Google suite, calendar management, and collaboration tools A proactive, resourceful, and service-oriented mindset Agency, professional services, or small business experience is a plus. What You Will Do Executive Support Manage calendars, scheduling, travel, and logistics for the CEO and select leadership team members Coordinate preparation for meetings, presentations, conferences, speaking engagements, and networking activities Monitor and triage executive communications, ensuring follow-up occurs and priorities move forward Track key commitments, deadlines, and action items Help create leverage for leadership by proactively managing administrative and organizational responsibilities Leadership and Operations Coordination Support leadership team execution by tracking priorities, deadlines, and strategic initiatives Coordinate leadership meeting agendas, notes, and follow-up actions Maintain visibility into quarterly goals and key projects Assist with reporting, documentation, and operational processes Support special projects and cross-functional initiatives as needed Recruiting and Onboarding Coordination Coordinate interview scheduling, candidate communications, and feedback collection Manage recruiting workflows and hiring logistics Conduct reference checks and support candidate experience efforts Coordinate onboarding activities, including equipment, systems access, and new hire readiness Help create a seamless onboarding experience for new team members Business Development Coordination Support active sales opportunities through meeting coordination, proposal timelines, CRM updates, and follow-up actions Ensure opportunities continue moving forward and internal contributors remain aligned Assist leadership with maintaining visibility into key pipeline activity Culture and Employee Experience Coordinate employee recognition, celebrations, and milestone acknowledgments Support company meetings, retreats, volunteer activities, and team events Organize employee engagement initiatives, including Coffee with CEO sessions and other culture-building activities Help create an exceptional employee experience that reflects Dotted Line's values Office and Administration Coordination Serve as a primary coordinator for office operations and workplace experience Manage office vendors, supplies, facilities requests, and general office needs Ensure the office remains organized, welcoming, and client-ready Support administrative projects and operational improvements across the agency What Success Looks Like In this role, success means: The CEO and leadership team gain meaningful time back to focus on growth, clients, talent, and strategy Important commitments and deadlines do not fall through the cracks Recruiting, onboarding, and business development processes operate smoothly Executive administrative burden is significantly reduced #J-18808-Ljbffr