Executive Operations Coordinator

Job Description

Job Description

About Company: Baltimore Development Corporation (BDC) is the City of Baltimore’s economic development agency. We work to strengthen Baltimore’s economy by attracting investment, supporting businesses, advancing real estate development, and creating opportunities that help neighborhoods, employers, and residents thrive. Our work is rooted in the belief that economic growth should benefit the entire city. From helping businesses launch and expand to advancing catalytic development projects, connecting entrepreneurs with resources, and building partnerships across the public, private, and nonprofit sectors, BDC helps turn Baltimore’s potential into lasting progress. At BDC, you will join a mission-driven team committed to shaping a more vibrant, equitable, and economically resilient Baltimore. We value collaboration, innovation, accountability, and a deep connection to the communities we serve. Whether your expertise is in real estate, small-business support, finance, communications, community investment, grants, compliance, or economic development, your work at BDC can make a meaningful impact on Baltimore’s future. About the Role: The Executive Operations Coordinator plays a pivotal role in ensuring the seamless execution of daily operations within the executive office. This position is responsible for coordinating cross-departmental initiatives, managing complex schedules, and facilitating communication between senior leadership and internal teams. The role demands a proactive approach to problem-solving and the ability to anticipate the needs of executives to optimize their time and productivity. By overseeing project timelines and operational workflows, the coordinator ensures that strategic objectives are met efficiently and effectively. Ultimately, this position serves as a critical liaison that supports executive decision-making and drives organizational success through meticulous operational management. Minimum Qualifications: Associate’s degree in economics, public policy, public administration, urban planning, business, or a related field; an advanced degree is strongly preferred A minimum of 4–7 years of progressively responsible experience in executive administration and operational support Demonstrate experience supporting a CEO’s or senior executive’s calendar in a high-volume environment, including triaging requests and flagging conflicts Demonstrated experience providing support in a fast-paced, multi-stakeholder environment with competing priorities Strong written and verbal communication skills, including the ability to draft professional correspondence and prepare meeting materials and briefing books Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with project management or collaboration tools Exceptional organizational skills and meticulous attention to detail, with the ability to manage multiple priorities simultaneously Ability to handle sensitive and confidential information with absolute discretion and professionalism Experience supporting board governance processes, including coordination of meeting logistics and records management Experience setting up meetings and events, including room setup, A/V, and catering coordination Familiarity with intergovernmental relations or experience coordinating with mayoral, city council, or government offices Experience with contact or relationship management databases (CRM platforms) Preferred Qualifications: Experience supporting C-level executives or senior leadership teams. Familiarity with project management software. Knowledge of data analysis and reporting tools.` Experience working in a fast-paced corporate environment. Responsibilities: Manage and coordinate the executive team’s calendars, meetings, and travel arrangements to maximize efficiency. Serve as the primary point of contact between executives and internal or external stakeholders, ensuring clear and timely communication. Oversee the planning and execution of special projects and cross-functional initiatives, tracking progress and delivering status updates. Prepare and review reports, presentations, and correspondence to support executive decision-making. Identify operational bottlenecks and recommend process improvements to enhance workflow and productivity. Coordinate logistics for executive meetings, including agenda preparation, minute-taking, and follow-up on action items. Maintain confidential information with the highest level of discretion and professionalism. Reserve rooms and set them up for internal and external meetings hosted by the President’s Office, including layout, A/V, signage, name tents, printed materials, and catering Prepare checklists and run-of-show documents for meetings, board meetings, and events Handle day-of setup, on-site support, and breakdown; coordinate with building management and vendors Support logistics for executive-level events, dinners, receptions, site visits, investor meetings, and development tours requiring President’s Office involvement Skills: The Executive Operations Coordinator utilizes strong organizational skills daily to manage complex schedules and coordinate multiple projects simultaneously, ensuring deadlines are met without compromising quality. Effective communication skills are essential for liaising between executives and various stakeholders, facilitating clear and concise information exchange. Proficiency with office productivity software and project management tools enables the coordinator to prepare detailed reports, presentations, and track project progress efficiently. Problem-solving abilities are applied to identify operational inefficiencies and implement process improvements that enhance overall workflow. Additionally, discretion and professionalism are critical when handling sensitive information and supporting high-level decision-making.