Digital Operations Coordinator

Hagerty Insurance•Traverse City, MI

7d•Hybrid

About The Position

As a Digital Operations Coordinator you’ll be responsible for supporting the senior leadership of Hagerty’s Digital team with an emphasis on strong organizational skills, clear communication, and the ability to manage details across multiple priorities. Central to helping the leadership team stay focused and effective, you'll coordinate meetings and travel, streamline workflows, and proactively keep projects moving. We’re looking for someone who is highly organized and dependable but also takes initiative. We want someone who doesn’t wait to be asked, spots gaps before they become issues, and enjoys helping the team stay a couple steps ahead of what’s coming. Ready to get in the driver’s seat? Join us!

Requirements

Proven experience supporting C-level executives in a fast-paced, high-demand environment.
Proven track record of calendar management, including complex scheduling across multiple time zones.
Demonstrated ability to handle confidential information with the highest level of discretion and professionalism.
Experience with travel coordination, including international and multi-leg itineraries, lodging, and expense reconciliation.
Strong background in preparing executive-level communications, such as emails, reports, presentations, and meeting briefs.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools Slack, Zoom and Dropbox.
History of organizing and supporting board meetings, leadership offsites, or cross-functional projects.
Experience with gatekeeping and prioritization, serving as a strategic partner in managing executive time and focus.
Ability to thrive in a high-pressure environment and juggle multiple priorities with a calm, proactive, and solution-oriented mindset.
Prior experience liaising with internal and external partners, including vendors, clients, and investors.
Ability to travel to onsite events quarterly (or more).
Familiarity with public company requirements, including Sarbanes Oxley and key regulations, if applicable.
For SOX compliant roles, responsible for designing, executing, and documenting internal controls where they have been identified as owners to prevent errors in financial reporting, processes, and business operations. Including attestation to the completeness, accuracy, and compliance of all financial reporting data, where applicable.

Responsibilities

Executive Support & Strategic Partnership Serve as the primary support to the Senior Vice President of Digital Marketplace (SVP), owning a wide range of operational and administrative duties.
Hold regular check-ins to align daily, weekly, and quarterly priorities.
Anticipate needs and proactively deliver information, resources, and context to increase executive productivity.
Manage the calendar, travel bookings, and meeting schedules to ensure smooth daily operations.
Act as a strategic partner by planning ahead, tracking key deliverables, and managing time around high-priority initiatives.
Handle confidential information with discretion, sound judgment, and professionalism.
Business Operations, Project Management & Process Improvement Plan and administer all operational activities related to the SVP’s role.
Meet regularly to stay informed on business news and stay on top of business priorities and anticipate needs of the team.
Provide information and deliverables to help the SVP be more productive and effective in his role.
Maintain oversight of executive and departmental workflows, ensuring alignment to business goals.
Orchestrate projects and initiatives involving the SVP and their leadership team.
Track and report on the progress of strategic projects, ensuring milestones are met and roadblocks are escalated.
Collect input, gather data, and organize next steps to move projects requests forward Review, update, edit, and deliver high-quality documents and presentations for leadership or cross-functional use.
Monitor and report on key performance indicators (KPIs), providing variance updates and alignment to goals.
Partner with business and functional leaders to align communications and follow-through on initiatives.
Drive continuous improvement by identifying inefficiencies and streamlining processes.
Proactively manage and complete multiple assignments on an ongoing basis and ensure deadlines are met Support and cultivate key partner relationships.
Communication & Documentation Provide weekly communications and business updates on behalf of the executive to key team members.
Draft and prepare high-impact PowerPoint presentations, Word documents, and Excel reports.
Attend leadership meetings, capturing notes, summarizing discussions, and tracking follow-up actions.
Support the creation and review of quarterly rollout materials and monthly updates for business partner calls.
Review documents and correspondence for accuracy and consistency before executive approval or distribution.
Collaborate with finance and operations to support complete, accurate, compliant monthly and quarterly reporting processes.
Maintain and manage dashboards and business reporting tools (e.g., One Page Plan, Monthly Scorecard, Board reports).
Meeting & Workflow Coordination Manage meeting agendas and logistics, including scheduling, room/virtual setup, and attendee coordination.
Scribe meeting minutes, define clear action items, and ensure timely follow-up.
Align with the SVP on meeting goals, content, and post-meeting outcomes.
Coordinate and support off-site meetings and events, including lodging, transportation, and on-site logistics.
Prepare and review travel schedules and credit card reconciliations, ensuring timely and accurate processing.