Executive Operations Coordinator/ Executive Assistant

Job Description

Job Description

About the Role

We are seeking an exceptional Executive Operations Coordinator to support the owners of a fast-paced insurance agency and financial services practice. This is not a traditional administrative position. We are looking for someone who thrives on organization, anticipates needs before they arise, and takes ownership of ensuring that projects, meetings, deadlines, and daily operations run smoothly.

The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple priorities with minimal supervision. They enjoy creating order from chaos, thinking several steps ahead, and serving as the central hub that keeps a busy organization moving forward.

Hourly Base Salary + Bonus Opportunities

Paid Time Off (PTO)

Mon-Fri Schedule

Career Growth Opportunities

Hands on Training

Retirement Plan

Key Responsibilities

Executive Support

Manage complex calendars, scheduling, and appointment coordination

Organize meetings and prepare agendas when needed

Take detailed meeting notes and track action items

Manage reminders, deadlines, and follow-up tasks

Protect executive time by helping prioritize competing demands

Project & Operations Management

Track projects from start to finish and ensure timely completion

Follow up with team members regarding assigned tasks and deadlines

Create and maintain systems, processes, and workflows

Identify potential issues before they become problems

Keep multiple departments aligned and informed

Ensure important details do not fall through the cracks

Communication & Coordination

Serve as a liaison between executives, staff, vendors, and clients

Draft professional emails and communications

Coordinate internal meetings and company initiatives

Maintain confidentiality and professionalism at all times

Qualifications

Previous executive assistant, operations coordinator, project coordinator, or similar experience preferred

Exceptional organizational and time management skills

Strong written and verbal communication abilities

High attention to detail

Ability to prioritize and manage multiple projects simultaneously

Strong technology skills, including Microsoft Office and Google Workspace

Ability to maintain confidentiality and professionalism

Ideal Personality Traits

Self-starter

Resourceful

Highly dependable

Naturally organized

Detail-oriented

Calm under pressure

Positive and professional