Executive Ops Coordinator

Junior Operational Support For CDO Office And Future Design Studio

Required Skills & Experience:

2+ years of executive support, event, or operations coordination experience in a fast-moving environment

Exceptional organization and follow-through nothing dropped, nothing forgotten

Clear, concise written communication and professional presence with senior stakeholders

Sound judgment and discretion handling confidential and sensitive information

Comfort operating with ambiguity and shifting priorities across many stakeholders at once

Fluency with calendar and spreadsheet tooling; quick to learn new internal systems

Able to work on site at the SF office, with flexibility for occasional early, late, or event-driven hours

Nice to Have Skills & Experience:

Experience supporting executives, or supporting creative or design teams

Prior experience in a studio, agency, or in-house creative environment

Experience coordinating events, offsites, or external brand moments

An eye for craft and detail in everything they touch materials, spaces, and communications

Job Description:

Serve as the junior operational support layer for the CDO office and the Future Design Studio, keeping executive engagements, studio activity, and day-to-day administration running smoothly. This role is a force multiplier for the Business Operations and EA functions, absorbing high-volume coordination work so leads can stay focused on strategy and senior stakeholders.

Responsibilities:

Studio & executive engagement support:

Support studio visits and executive engagements end to end visitor and VIP itineraries, arrival and escort logistics, and on-the-day running of the engagement

Prepare rooms, printing, demos, AV, and catering are ready ahead of time

Partner with EAs, Facilities, and Ops on space readiness across the SF, BUR, MPK studios

Capture notes, decisions, and follow-ups from engagements and drive them to closure

Scheduling support:

Provide scheduling support across the leadership calendar holding and sequencing time, resolving conflicts, and protecting focus time as a backup

Book rooms, travel, and ground transport; manage recurring meeting series, and distribution lists

Coordinate complex multi-stakeholder and cross-time-zone meetings, including external participants

Lead administrative support:

Act as administrative support to the lead Business Operations and EA team

Process expenses, purchase orders, invoices, and vendor paperwork; follow items through to payment

Manage shipping, gifting, and supply logistics for the studio and executive engagements