Position Overview
We are seeking a highly organized, proactive, and professional Executive Operations Coordinator (or Executive Operations Manager for a more experienced candidate) to support the President and help drive organizational effectiveness across the business.
This role is more than a traditional Executive Assistant position. The successful candidate will be responsible for improving executive productivity, strengthening organizational follow-through, supporting business operations, and helping develop scalable systems and processes as the company continues to grow.
The ideal candidate is a strong communicator with exceptional judgment, discretion, and organizational skills who thrives in a fast-paced environment and enjoys creating structure, improving processes, and coordinating activities across multiple departments.
Key Responsibilities
Executive Support & Administration
- Manage the President’s calendar, priorities, meetings, and travel arrangements.
- Coordinate executive travel, accommodations, itineraries, and related logistics.
- Prepare meeting agendas, briefing materials, and executive correspondence.
- Organize executive off-sites, company events, and selected customer activities.
- Maintain action registers, decision logs, and executive records.
- Ensure timely follow-up on commitments and action items.
Meeting & Business Coordination
- Support executive meetings, strategic planning sessions, and business reviews.
- Prepare meeting materials and record meeting outcomes.
- Follow up with managers and department leaders regarding assigned actions and deadlines.
- Coordinate cross-functional initiatives and maintain project documentation.
- Assist with executive reporting and organizational communication.
Presentations & Communications
- Develop first drafts of presentations, briefing notes, company memorandums, and executive communications.
- Gather information from departments and consolidate content into professional formats.
- Support internal and external communications initiatives.
Business Systems & Process Improvement
- Support the administration and continuous improvement of Microsoft 365 tools, including:
- Teams
- SharePoint
- Planner
- Microsoft Lists
- Power Automate
- Power BI
- Microsoft Copilot
- Assist with AI-enabled business processes and workflow improvements.
- Help document business procedures and establish operational best practices.
- Identify opportunities to improve efficiency through automation and standardization.
Operational & Administrative Support
- Support CRM administration, customer information management, and reporting processes.
- Assist with sales administration systems, quote tracking, and reporting.
- Coordinate data cleanup initiatives and dashboard requirements.
- Help maintain organized records and business documentation.
Human Resources Administration
- Assist with employee files, benefits administration, and vacation tracking.
- Coordinate recruitment activities and interview scheduling.
- Support onboarding, offboarding, employee communications, and policy administration.
- Coordinate performance review scheduling and related administrative activities.
Strategic Projects & Growth Initiatives
- Assist with grant tracking, reporting requirements, and documentation management.
- Support business growth initiatives and expansion-related projects.
- Maintain project plans, timelines, and decision logs.
- Coordinate information gathering from internal teams and external stakeholders.
Qualifications Required
- Strong organizational, administrative, and project coordination skills.
- Excellent written and verbal communication abilities.
- High level of professionalism, integrity, and confidentiality.
- Strong attention to detail and follow-through.
- Ability to manage multiple priorities and deadlines.
- Confidence working with senior leaders and cross-functional teams.
- Proficiency with Microsoft Office and Microsoft 365 applications.
- Interest in technology, business systems, process improvement, and AI tools.
Preferred
- Post-secondary education in Business Administration, Operations, Communications, or a related field.
- Experience supporting senior executives or business leaders.
- Experience with CRM systems, project coordination, or business process improvement.
- Exposure to technology implementations, ERP systems, automation initiatives, or AI-enabled workflows.
Success Profile
The successful candidate will demonstrate:
- Exceptional organization and time management
- Strong judgment and decision-making ability
- Professional maturity and discretion
- Excellent communication skills
- Systems thinking and process orientation
- Continuous improvement mindset
- Curiosity about technology and AI
- Ability to create structure in evolving environments
- Confidence holding stakeholders accountable for commitments
Career Growth Opportunity
This role is designed to evolve alongside the business. As specialized functions such as HR, sales administration, ERP administration, reporting, or grants management grow, dedicated resources may be added to assume those responsibilities.
The successful candidate will have opportunities to take on increasingly strategic responsibilities and may progress into roles such as:
- Executive Operations Manager
- Business Operations Manager
- Strategic Projects Manager
- Corporate Development Coordinator/Manager
- Chief of Staff
Why Join Us?
This is an opportunity to play a key role in a growing organization, working directly with executive leadership to improve operational effectiveness, implement better business systems, and help build the infrastructure needed to support long-term growth and success.
Pay: $70,000.00-$90,000.00 per year
Benefits:
Application question(s):
- Do you have enough confidence to hold people accountable while maintaining strong working relationships.
Work Location: In person
