Executive Operations Partner

Job Description

Job Description

Location:

San Diego, California. This is a 100% in office/onsite position. 

General Summary:

The Executive Operations Partner is a high-impact, trusted partner to the CEO, responsible for managing the operating rhythm of the CEO's office while driving the execution of key business initiatives across the organization. This role partners closely with the executive leadership team to align strategic priorities, improve operational processes, strengthen organizational accountability, and ensure company objectives are translated into measurable execution. The incumbent in this role will comnine exceptional executive organization with strong business judgement, analytical thinking, project management, and a continuous-improvement mindset.

Supervision Level:

• Reports to the Chief Executive Officer (CEO).

Key Responsibilities

CEO Office Leadership and Executive Leverage

• Manage the CEO’s calendar and time allocation based on company priorities, strategic initiatives, client commitments, and leadership needs.
• Proactively assess whether the CEO’s time is aligned with the company’s most important goals and recommend adjustments.
• Coordinate complex internal and external meetings involving executives, Board members, clients, partners, employees, and advisors.
• Anticipate scheduling conflicts, preparation needs, deadlines, and changing priorities.
• Ensure the CEO is fully prepared for meetings by coordinating agendas, background materials, data, presentations, and desired outcomes.
• Coordinate executive travel, company events, leadership offsites, and special initiatives.
• Maintain an organized and efficient CEO office, including executive communications, operating materials, contacts, commitments, and follow-up systems.
• Handle confidential and sensitive matters with exceptional judgment and discretion.
• Perform administrative and logistical responsibilities with urgency, professionalism, and attention to detail.

Executive Operating Rhythm and Accountability

• Establish and manage the operating rhythm of the CEO and executive leadership team, creating consistent processes that improve communication, accountability, decision-making, and execution.
• Plan and facilitate executive and leadership meetings, including agendas, pre-reads, presentations, notes, decisions, and action items.
• Maintain executive action trackers, decision logs, priority lists, and accountability dashboards.
• Follow up directly with executives and initiative owners to ensure commitments are completed on time.
• Track company goals, strategic priorities, operating metrics, and major initiatives, escalating risks or delays when appropriate.
• Identify gaps in ownership, communication, decision-making, or execution and recommend practical solutions.
• Help create consistent processes for executive communications, meeting preparation, decision-making, and organizational follow-through.

Strategic Initiatives and Special Projects

• Partner with the CEO to translate strategic priorities into actionable plans, ensuring initiatives move efficiently from concept through execution.
• Develop project plans, timelines, workstreams, ownership structures, and progress reporting for CEO-sponsored initiatives.
• Coordinate cross-functional stakeholders and ensure dependencies, decisions, and risks are actively managed.
• Lead or coordinate cross-functional process-improvement initiatives sponsored by the CEO.
• Regularly seek opportunities to simplify processes, eliminate duplication, improve information flow, and increase organizational effectiveness.
• Conduct research and prepare executive summaries to support business decisions.
• Manage special projects that may span operations, growth, organizational development, client strategy, or company planning.
• Serve as a trusted connector between the CEO and members of the executive leadership team while respecting clear leadership roles and accountability.

Board, Client, and Growth Support

• Coordinate Board and Executive Committee meeting preparation, including timelines, inputs, materials, presentations, and follow-up.
• Support the development of executive-level presentations, proposals, briefing documents, and client materials.
• Prepare the CEO for important client, partner, employee, and industry meetings.
• Track important external relationships, commitments, opportunities, and follow-ups.
• Conduct preliminary reviews of contracts and business documents, including summaries, risk flags, and coordination of internal or legal review.
• Support leadership communications and company-wide initiatives as needed.
• Performs other duties as assigned.