Executive Operations Coordinator

Executive Operations Coordinator

TREK Development Group is a Pittsburgh-based real estate development firm specializing in building innovative and sustainable communities. Our mission is to Create Value, Enhance Lives and Strengthen Communities. At TREK, we believe the right cultural fit is just as important as possessing the skills and qualifications for the job. Our core values: Aesthetics, Alignment, Collaboration, Compassion, Inclusiveness, Quality, Commitment, Empathy, Humility, Integrity and Responsibility are best described in our commitment to TREK's Hospitality Covenant. The Hospitality Covenant describes our core practices that we strive to achieve each day:

1. To treat everyone with the kindness we all want
2. To do our own part to take care of the place where we live and work
3. To take the time to help each other achieve our goals and aspirations

Under the direction of the Vice President of Management Operations, the Executive Operations Coordinator is responsible for supporting VP of Management of Operations through complex administrative coordination, and project and operations support, and decision-making processes.

Essential Functions: Executive & Leadership Support

• Serve as an administrative partner to the Vice President of Management Operations
• Manage executive calendar, scheduling, meeting coordination, and travel arrangements
• Prioritize incoming requests, communications, and scheduling conflicts to support efficient time management
• Prepare agendas, presentations, meeting materials, and follow-up documentation for leadership meetings
• Track action items, deadlines, and delegated follow-ups to ensure timely completion
• Support preparation for strategic planning sessions, retreats, quarterly reviews, and leadership off-sites
• Anticipate leadership needs, identify gaps, and proactively drive follow-through without requiring detailed direction

Communication & Coordination

• Act as a central point of coordination across departments on behalf of leadership
• Draft internal communications, memos, presentations, and meeting summaries
• Ensure leadership decisions and updates are clearly communicated to appropriate teams across the business
• Coordinate cross-functional meetings and maintain visibility into ongoing priorities and deliverables; provide timeline and detailed follow-ups to all participants of the meetings
• Help maintain alignment between departments through consistent communication and follow-up; hold corporate support teams accountable to timelines
• Maintain accountability systems to ensure teams are meeting established deadlines and commitments
• Escalate stalled projects, communication gaps, or missed deadlines to leadership as appropriate
• Coordinate cross-functional budget with regional management team and reinforce budget process timeline
• Facilitate and support Weekly Meeting Cadences maintain agendas, coordinate invites, organize content for presentation

Project & Operational Support

• Maintain centralized systems for tracking initiatives, deadlines, and project status updates
• Support execution of cross-functional initiatives through scheduling, documentation, and coordination
• Manage recurring operational cadences including KPI reporting timelines, leadership meetings, and departmental follow-up; ensure these meetings are being executed efficiently and as intended, pivoting conversations and schedules as needed
• Coordinate collection and consolidation of operational updates, reports, and leadership summaries
• Organize project files, templates, SOPs, and internal resources
• Assist with implementation and maintenance of internal processes and administrative workflows
• Assist with identifying administrative inefficiencies and recommend process improvements

Organizational & Administrative Operations

• Support onboarding coordination, leadership logistics, and team event planning
• Assist with expense tracking, invoice processing and approvals, coding confirmation, vendor coordination, and operational documentation via RealPage platform
• Review credit card approvals for VP of Management Operations and their direct reports, following up with the team to get expenses approved and coded for finance in a timely manner.
• Coordinate office logistics and administrative support across teams as needed
• Maintain confidentiality and professionalism in handling sensitive information and communications
• Provide hands-on support during high-priority or fast-moving organizational initiatives

Education & Experience:

• Bachelor's degree or equivalent experience
• 5+ years of Executive Administrative experience required
• At least 2 years' project coordination experience preferred
• Working knowledge of relevant software applications including MS Office, Real Page, and Airtable
• Exceptional organization and attention to detail
• Strong written and verbal communication
• Ability to manage multiple priorities simultaneously
• High discretion and professionalism
• Strong follow-through and proactive problem-solving
• Comfort working across departments and with senior leadership
• Ability to anticipate needs and improve administrative processes within the organization
• Familiarity with affordable housing, property management, or community development is a plus.

Physical Demands & Work Environment:

• The employee is regularly required to move around the building or site.
• May require travel dependent on business needs.
• Must work under deadlines and ability to meet deadlines.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Benefits include medical, dental, vision, employer-paid long-term disability, employer-paid basic life, 401k with employer contribution, and EAP. At TREK, we don't just manage propertieswe build communities. If you are a proactive, confident leader who takes ownership, solves problems, and inspires others to achieve excellence, we encourage you to apply. An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Texting Privacy Policy and Information:

• Message type: Informational; you will receive text messages regarding your application and potentially regarding interview scheduling.
• Privacy: No mobile information will be shared with third parties/affiliates for marketing/promotional purposes.
• Message frequency will vary depending on the application process.
• Msg & data rates may apply.
• OPT out at any time by texting "Stop".