Executive Operations Coordinator

Position summary

The Executive Operations Coordinator will provide organized administrative and follow-through support for the company’s operating leadership. Reporting to the Director of Portfolio Operations, you will coordinate meetings, prepare materials and maintain a reliable record of commitments. You will work with corporate and division leaders to ensure that the right information reaches the right meeting at the right time.

This role requires judgment about priorities, confidentiality and when to raise a delay. You will turn discussions into clear action records and help owners close the loop without assuming their decision authority. The position is well suited to someone who enjoys bringing order to competing schedules, unfinished tasks and information arriving from several teams.

Responsibilities

• Coordinate operating leadership meetings, agendas and preparation deadlines with relevant participants.
• Assemble briefing materials and check that requested updates are complete and clearly labeled.
• Record decisions, action owners and due dates, then follow up on outstanding commitments.
• Maintain organized leadership documents with appropriate access and version control.
• Coordinate approved travel, visits and meeting logistics within established budgets and procedures.
• Support cross-department requests by identifying the right owner and tracking the response.
• Prepare concise status summaries for Portfolio Operations, highlighting overdue items and decisions needed.
• Improve recurring administrative routines and preserve clear handoffs during schedule changes or absences.

Required qualifications

• Experience in executive coordination, business administration or operational support.
• Strong calendar, meeting and document-management skills across multiple stakeholders.
• Ability to write accurate summaries and distinguish a discussion from an approved decision.
• Discretion with confidential business and employee information.
• Dependable follow-through and proficiency with common collaboration and office tools.

Preferred qualifications

• Experience supporting leadership in a growing company or several business units.
• Familiarity with action-tracking tools and recurring management reporting.
• Experience coordinating business travel, external visitors or leadership workshops.

Measures of success

• Meetings have the necessary materials, participants and clear preparation deadlines.
• Decisions and actions are recorded accurately with accountable owners.
• Leaders can see outstanding commitments without reconstructing past conversations.
• Sensitive documents and logistics are managed reliably and discreetly.

First 90 days

Learn the operating leadership cadence and preferred working practices. Consolidate recurring meetings, action records and document locations into an organized routine. Support the next meeting cycle, confirm action ownership with participants and establish a concise follow-up report. Identify recurring administrative bottlenecks and agree improvements with the Director of Portfolio Operations.

Compensation

Proposed annual base salary of $60,000–$85,000 USD. The final offer will reflect relevant experience, qualifications and the agreed scope of the position, subject to approval. This range covers base pay only; any incentive compensation or benefits would be specified separately in an employment offer.

What to include in your application

Describe how you supported a busy leadership team or coordinated a complex set of commitments. Explain your system for accurate records, follow-up and sensitive information.