Executive Operations Coordinator

Job Description

Job Description

Why This Role Exists | The Executive Operations Coordinator provides administrative, operational, and client support to CXI's executive leadership team. This role is responsible for keeping the office organized, supporting executive priorities, coordinating day-to-day operations, small scale project management, preparing reports and presentations, welcoming visitors, and ensuring the smooth execution of administrative activities. The ideal candidate is highly organized, dependable, proactive, and enjoys learning. While an interest in science and technology is welcomed, this is not a technical or engineering position.

Mission | Exemplary executive support and project management.

Executive Support

• Manage executive, agendas, notes, action items, correspondence, and any duties/tasks outlined by CXI Executive Team.

Administrative Operations

• Answer phones, welcome visitors, maintain filing systems, prepare documents, coordinate office supplies, and organize digital records.

Client Experience

• Create an exceptional first impression by greeting visitors, coordinating meetings, preparing conference rooms, managing refreshments, answering inquiries, and ensuring guests are professionally received.

Office Coordination

• Coordinate vendors and deliveries, maintain an organized workplace, assist with company events, monitor office supplies, and support daily office operations.

Reporting & Research

• Conduct basic research requested by executive leadership and prepare concise summaries, spreadsheets, presentations, vendor comparisons, industry overviews, and executive-ready reports.
• Prepare exploratory reports relating to our four core focus areas: Next-Gen Microwave Antennas, Graphene Field-Effect Transistors, Space-Based Data Center, & Next-Gen Solid State Batteries.

Executive Projects

• Ability to establish and maintain a tracking system for small scale internal projects, their milestones and targeted metrics.
• Support executive initiatives by maintaining project trackers, following up on deadlines, organizing documentation, preparing presentations, and coordinating internal communication.

The Mindset We're Looking For

• Naturally curious and self-directed.
• Exceptional research, analytical reasoning, and critical thinking.
• Outstanding written and verbal communication.
• Able to connect ideas across disciplines and industries.
• Exercises sound judgment, professionalism, and discretion.

Required Background

• Bachelor’s degree in Business Administration, Organizational Leadership, Communications, Management, or a related discipline, with two (2) or more years of professional administrative, executive support, office management, or operations coordination experience.
• Project management experience.
• 2+ years of administrative or executive support experience.
• Excellent organization, communication, and attention to detail.
• Proficiency with Apple/MacOS; experience with Pages, Numbers, and Keynote preferred or willingness to learn.
• Self-starter: Ability to multitask, prioritize, and work independently.

Preferred Background - Strong Support

• PMP Certification
• Executive Assistant or Office Coordinator experience.
• Experience preparing reports and presentations.
• Experience preparing and executing white papers.

Work Environment

• Location: Bonita Springs, Florida (SW Florida & Local Applicants only)
• Fully onsite; remote work is not available.
• Applicants should reside within a reasonable commuting distance.

At CXI - Charles Xavier Inc., we are driven by a pursuit of the future, constantly exploring new frontiers in industries which we believe hold the largest impact for a brighter tomorrow. With a dedication to ethical practices, sustainability, and community engagements, we strive to set new standards for excellence and ingenuity, ensuring a more connected and advanced world.

Company Description

At CXI - Charles Xavier Inc., we are driven by a pursuit of the future, constantly exploring new frontiers in industries which we believe hold the largest impact for a brighter tomorrow. With a dedication to ethical practices, sustainability, and community engagements, we strive to set new standards for excellence and ingenuity, ensuring a more connected and advanced world.