Executive Operations Coordinator

Job Overview

We are seeking a dynamic and highly organized Administrative Coordinator to join our team!

Executive Coordinator

Department: Executive Office

Reports To: Director of Executive Operations

Works Closely With:

• CEO
• Executive Leadership Team
• Personal Executive Assistant
• Administrative Team
• Department Leaders

Position Summary

The Executive Operations Coordinator is responsible for executing the day-to-day operational priorities of the Executive Office. This role ensures that every project, meeting, follow-up, document, and deadline is completed accurately and on time.

This position serves as the operational backbone of the Executive Office by coordinating communication across departments, managing executive projects, maintaining documentation, preparing reports, and ensuring that commitments made by leadership are tracked through completion.

The Executive Operations Coordinator is highly organized, detail-oriented, proactive, and thrives in a fast-paced environment where priorities shift quickly.

Mission

Provide exceptional operational execution by ensuring every executive priority moves forward efficiently, accurately, and on schedule.

Primary Responsibilities

Executive Project Management

Coordinate and execute:

• Executive initiatives
• Company-wide projects
• Cross-department projects
• Strategic initiatives
• Research assignments
• Special projects

Maintain project timelines and ensure deadlines are met.

Executive Meeting Preparation

Prepare for every executive meeting by:

• Building agendas
• Preparing meeting packets
• Gathering reports
• Organizing supporting documentation
• Confirming attendees
• Recording action items

Follow-Up Management

Own the Executive Office follow-up system.

Track:

• Executive commitments
• Leadership action items
• Vendor commitments
• Pending approvals
• Outstanding decisions

Ensure nothing falls through the cracks.

Documentation

Maintain:

• SOPs
• Organizational charts
• Leadership documents
• Meeting notes
• Policies
• Executive files

Ensure all documentation remains current.

Executive Reporting

Prepare:

• Weekly reports
• KPI dashboards
• Leadership scorecards
• Board materials
• Presentation decks
• Quarterly summaries

Research

Conduct research related to:

• Vendors
• Investments
• Travel
• Market opportunities
• Products
• Software
• Special projects

Present findings in a concise and organized format.

Cross-Department Coordination

Coordinate with department leaders regarding:

• Deadlines
• Deliverables
• Executive requests
• Meeting preparation
• Follow-up items

Daily Checklist

Morning

• Review Executive Office priorities.
• Review Delilah’s task list.
• Review CEO calendar for support needs.
• Prepare meeting materials.
• Confirm executive meetings.
• Update project dashboard.
• Review follow-up tracker.

Throughout the Day

Project Execution

• Move active projects forward.
• Update project timelines.
• Coordinate with department leaders.
• Follow up on outstanding deliverables.
• Escalate delays immediately.

Executive Support

• Prepare presentations.
• Build reports.
• Organize files.
• Update SOPs.
• Draft correspondence.
• Complete research requests.

Follow-Up

Monitor:

• Leadership commitments
• Executive action items
• Vendor responses
• Pending approvals
• Outstanding documentation

Organization

Maintain:

• Executive folders
• Shared drives
• Project tracker
• Dashboard accuracy
• Documentation library

End of Day

• Update project dashboard.
• Prepare tomorrow’s materials.
• Confirm upcoming meetings.
• Update follow-up tracker.
• Notify Delilah of any risks or delays.

Weekly Checklist

• Update executive dashboards.
• Review project timelines.
• Audit follow-up tracker.
• Organize executive files.
• Prepare leadership meeting packets.
• Review SOP updates.
• Coordinate recurring meetings.
• Review upcoming deadlines.

Monthly Checklist

• Update organizational documents.
• Audit Executive Office files.
• Review recurring reports.
• Archive completed projects.
• Improve documentation.
• Evaluate workflow improvements.

Quarterly Responsibilities

• Update SOPs.
• Organize Executive Office records.
• Assist with annual planning.
• Review reporting processes.
• Improve project management systems.
• Recommend efficiency improvements.

Decision-Making Authority

May independently:

• Coordinate meetings.
• Follow up with department leaders.
• Organize executive documentation.
• Prepare reports.
• Recommend process improvements.
• Manage project timelines.

Escalates strategic decisions to the Director of Executive Operations.

Key Performance Indicators

• Project deadlines met: 95%+
• Follow-up completion: 100%
• Meeting materials prepared on time: 100%
• Executive reports delivered on schedule
• Documentation accuracy: 100%
• Dashboard accuracy
• SOP completion
• Internal response time
• Executive satisfaction

Success Metrics

Success means:

• Every executive project is organized.
• Leadership never has to ask twice for follow-up.
• Reports are prepared before they’re requested.
• Meetings begin fully prepared.
• Documentation is always current.
• Deadlines are consistently achieved.
• Knows the status of every project.

Core Competencies

• Project Management
• Organization
• Communication
• Critical Thinking
• Time Management
• Attention to Detail
• Adaptability
• Initiative
• Professionalism
• Confidentiality
• Problem Solving

Quintessa Core Values

PurposeSupport leadership by executing with excellence.

ResilienceAdapt quickly while maintaining accuracy and professionalism.

AccountabilityOwn every task until it is fully completed.

IntegrityProtect confidential information and operate with honesty.

Success-DrivenSeek continuous improvement in every process.

ExcellenceDeliver exceptional work with urgency, consistency, and precision.

What Success Looks Like After One Year

• Every executive project has structure, ownership, and accountability.
• Spends less time managing tasks and more time leading the Executive Office.
• Leadership receives reports before requesting them.
• No executive commitments are missed.
• Documentation is organized and scalable.
• The Executive Office operates with discipline, speed, and consistency.
• The Executive Operations Coordinator has become the trusted operational engine behind the Executive Office.

Please take this assessment as an additional part of the application (please copy and paste if the link does not work): https://go.cultureindex.com/p/...

To: Director of Executive Operations

Work Location: In person