Executive Assistant & Operations Coordinator
Full Time $45,000 - $50,000 / yearJob Overview
The Executive Assistant & Operations Coordinator provides high-level administrative support to senior leadership while coordinating key operational functions across the organization. This role combines traditional executive support with project coordination, operational process management, and cross-department communication to ensure efficient daily operations. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality and professionalism.
Key Responsibilities
Executive Support
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Manage executive calendars, including scheduling meetings, coordinating logistics, and prioritizing commitments.
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Prepare briefing materials, presentations, agendas, and reports for meetings and executive decision-making.
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Coordinate domestic and international travel arrangements including itineraries, accommodations, and expense reports.
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Serve as a primary point of contact between the executive office and internal/external stakeholders.
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Screen calls, emails, and requests; prioritize communication and respond on behalf of executives when appropriate.
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Maintain confidential files, records, and executive correspondence.
Operations Coordination
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Support day-to-day organizational operations and administrative workflows.
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Assist with implementation and monitoring of operational policies, procedures, and systems.
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Help manage vendor relationships, service contracts, and office operational needs.
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Support budget tracking, expense monitoring, and operational reporting.
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Assist leadership with internal planning initiatives and organizational projects.
Project & Meeting Management
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Plan and coordinate internal meetings, leadership meetings, and organizational events.
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Prepare agendas, take meeting minutes, and track action items and deliverables.
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Assist with project tracking using project management tools.
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Follow up with team members to ensure timely completion of tasks and initiatives.
Administrative & Organizational Support
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Manage document organization, filing systems, and digital records.
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Coordinate office operations such as supplies, facilities issues, and equipment.
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Assist with onboarding logistics for new hires and administrative coordination with HR.
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Support internal communications and documentation for operational processes.
Skills, Knowledge and Expertise
Associates degree or equivalent professional experience.
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2– 5 years of experience supporting senior executives or leadership teams.
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Experience coordinating projects or operations in a professional environment.
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Exceptional organizational and time-management skills.
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Strong written and verbal communication skills.
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High level of discretion and ability to manage confidential information.
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Proficiency in Microsoft Office or Google Workspace.
Preferred Qualifications
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Experience in operations, project coordination, or office management.
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Familiarity with project management tools (Google Drive, Confluence, JIRA, etc.).
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Experience working in a fast-paced, high-growth organization.
Core Competencies
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Organization and attention to detail
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Strategic thinking and problem solving
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Communication and stakeholder management
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Initiative and proactive planning
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Project coordination and follow-through
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Confidentiality and professionalism