Executive Operations Coordinator

IDEAL CANDIDATEThe ideal candidate is an individual with a dynamic skill set who is willing and eager to jump into a variety of project types to help solve problems. You will contribute to the firms growth by enabling the CEO to focus on strategic and business development priorities. This role is designed for someone who is deeply organized, intellectually curious, and energized by doing the worknot directing it. Youll attend meetings, synthesize what matters, take on first conversations with external parties, and make sure priorities dont slip. You will be obsessed with the growth of Vega, and willing to roll up your sleeves to contribute to it in whatever form that takes on a given day. This individual is able to adjust quickly to shifting priorities and urgent matters while maintaining composure and accuracy and maintain discretion and reliability during periods of high workload.RESPONSIBILITIESExecutive and AdministrationPartner with the CEO to ensure projects are tracked and prepared for timely review and approvalManage confidential executive materials, communications, and records with a high degree of discretion and professionalismMaintain organized records and materials that support continuity, decision-making, and executive efficiencyFacilitate weekly and monthly operational meetings, including agenda development, note capture, and follow-up trackingDistribute pre-read materials in advance and attach critical documents to calendar invites to ensure executive readinessSupport executive expense processing, approvals, and reconciliation activities in accordance with policy and delegated authorityMaintain audit-ready documentation and ensure compliance with applicable travel, expense, and approval policiesExercise discretion and accuracy when handling sensitive financial related informationSupport Business Development activities, proposal development and maintain sales pipelineAssist in facilitating executive working sessions, offsites, and strategy reviewsPlan internal professional eventsOversee end-to-end planning and execution of complex, time-bound projectsCoordinate cross-departmental resources to ensure alignment, accountability, and on-time deliveryOffice Operations & CoordinationMaintain and build processes of firms digital tools and technology platforms (CRM, Microsoft, etc.)Support standing up and scaling new operating models, tools, or processes to support evolving business needsEnsure smooth coordination of essential office logistics, including printing, shipping, supplies, and catering for internal and external meetingsOversee processes general office management to ensure an organized and professional work environmentContribute to firmwide operational and administrative excellence initiatives by offering insights, sharing best practices, and supporting continuous improvement projects across the organizationComplete additional project/administrative work as neededProject Delivery SupportFacilitate teamwork, promote cooperation, and exhibit a high level of professionalismPartner with project teams to ensure alignment, consistent practices, and seamless coordinationTrack action items and maintain accountability across project teamsWrite memos, prepare presentations, and develop materials that reflect the companys strategic direction with precision and clarityServe as a liaison to drive execution of deadlines and maintain visibility on initiativesQUALIFICATIONSAt least 7 years of administrative work including 5 years experience supporting an ExecutiveDemonstrated excellence in project management, executive support, strategic coordination and independent decision makingDemonstrated knowledge and understanding of PC applications, including Window/Microsoft, Excel, PowerPoint, SharePoint, Zoho CRM, Asana, SurveyMonkey, Wordpress, Canva and other relevant applicationsDemonstrated ability to identify and implement process enhancements and efficienciesProven ability to perform effectively in a high-performance culture.Demonstrated ability to build consensus, establish trust and communicate effectively (written & verbal)LOCATIONThis role is based in downtown Chicago, IL, and requires flexibility to directly support the CEO.
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