Operations Coordinator
Provides comprehensive calendar, communications, meeting, travel, and special-project support to senior executive leadership. The role requires five years of executive administrative experience, strong organizational judgment, process-improvement capability, and proficiency with Microsoft Office tools.
About the job
Responsibilities
- Manage complex executive calendars, including scheduling, rescheduling, prioritization, conflict resolution, and calendar briefings.
- Coordinate internal and external meetings, conference rooms, virtual platforms, hybrid logistics, agendas, briefing materials, attendee lists, biographies, and supporting documentation.
- Draft, edit, and send executive correspondence; route inquiries and track timely follow-up.
- Maintain meeting intake processes, templates, tracking systems, minutes, summaries, action items, and follow-up activities.
- Accompany executives to meetings as requested and coordinate on-site transitions and last-minute schedule changes.
- Coordinate executive special projects, including plans, timelines, workgroups, presentations, spreadsheets, reports, dashboards, research, and status updates.
- Identify process improvements and develop SOPs, workflows, templates, guidance documents, and recurring-activity tracking systems.
- Build collaborative relationships across the organization and with external partners.
- Coordinate executive travel, itineraries, travel summaries, agendas, and related documentation.
- Maintain administrative files, electronic records, correspondence, databases, tracking systems, and records-retention activities.
- Develop spreadsheets to analyze operational data and create presentations, reports, and briefing books.
Requirements
- Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or a related field preferred; four years of progressively responsible executive administrative support experience may substitute.
- Minimum five years supporting senior executives or executive leadership in a complex organizational environment.
- Experience managing competing priorities with minimal supervision and coordinating calendars involving numerous stakeholders.
- Experience preparing executive correspondence, meeting summaries, briefing materials, presentations, spreadsheets, reports, and tracking systems.
- Experience handling confidential information with sound judgment and discretion.
- Experience improving business processes and developing administrative procedures.
- Strong executive calendar management, communications, meeting coordination, prioritization, project coordination, relationship management, analytical, and problem-solving skills.
- Proficiency with Microsoft Outlook, Teams, Word, and Excel.
Skills
Microsoft Outlook, Microsoft Teams, Microsoft Word, Excel, Calendar Management, Meeting Coordination, Project Coordination, Process Improvement, Sop Development, Records Management, Travel Coordination, Presentation Development
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